Executive assistant to the board & Event Coordinator

Job title:

Executive assistant to the board & Event Coordinator

Company:

Planet Group Interim

Job description

Our client is a European association in the energy sector.(interimjob for 6 months with possible extension to fix contract)Dit is wie we zoekenWe are seeking a highly skilled multi-tasker with strong interpersonal skills to ensure the seamless functioning of our governance bodies and support our elected office holders. The successful candidate will join the Secretary General’s Office (SGO), reporting directly to the SGO Manager.Responsibilities and Tasks

• Prepare and manage timelines for Board and Assembly meetings, ensuring timely completion of all preparatory milestones.
• Coordinate the preparation of meeting agendas, session files (briefing materials), presentations, and minutes to high standards and within deadlines.
• Conduct thorough quality control and proof-reading of all documentation for decision-making bodies, ensuring high quality in all written materials.
• Establish effective communication and coordination with all parties involved in session file preparation, including the Secretary General, Heads of Sections, Managers, Experts, and office holders.
• Maintain updated distribution lists for Board and Assembly members.
• Oversee and manage Board and Assembly SharePoint sites.
• Handle logistics for Board and Assembly meetings, both in-person and online.
• Coordinate written voting procedures.
• Ensure compliance with procurement and contract management processes.
• As part of the SGO team, you will work closely with the main office holders of the organization (President, Vice-President, Chair, and Vice-Chair of the Board) and their respective teams. You will play an active role in coordinating Board and Assembly activities, helping these governing bodies fulfill their responsibilities and contributing to the organization’s objectives. Your efforts will help foster positive relations with our members.

Dit neem je meeWho are you?

• University degree with approximately 3 years of relevant experience, preferably in an international or European association.
• Strong project management, organizational, and planning skills.
• Proficient IT skills (Word, Excel, PowerPoint, Adobe) and knowledge of SharePoint.
• Excellent verbal and written communication skills in English, with a keen eye for detail.
• Ability to prioritize and manage multiple complex projects/tasks simultaneously without compromising quality.
• Experience organizing events or high-level meetings, particularly with Board- or C-level executives, is a plus.
• A proactive, solution-oriented individual with a service-oriented attitude.
• Diplomatic with an ability to build trust and rapport.
• Thrives in a multinational and multicultural professional environment.

AanbodOfferAttractive salary with extralegal advantages like meal vouchers & transportation cost reimboursementBeing part of a company with an international and dynamic atmosphere

Expected salary

Location

Bruxelles

Job date

Fri, 11 Oct 2024 22:29:25 GMT

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