Executive Administration Officer

Job Title: Executive Administration Officer  

Location: Brussels 

Reporting to: Governance Manager

Starting date: As soon as possible

Status: Contrat à durée indéterminée (CDI) 

We are looking for:

Are you confident, positive and methodical?  Do you have an aptitude for organising and streamlining? Do you thrive on details and see every problem as an opportunity for a creative solution?  Are you inspired by making things work more efficiently and smoothly?    Can you communicate easily and respectfully with people from all walks of life, at every level of seniority?   If so, you are just the person we are looking for! 

The European Cancer Organisation is looking for an enthusiastic and interested Executive Administrative Officer to deliver efficient secretarial and administrative support in a well-organised and timely manner work on a full-time basis, based in Brussels.   This role involves working closely with the President, Chief Executive, Governance Manager and other members of the management team, handling various tasks to streamline their work and communications. As an individual contributor, you will provide personalised assistance, ensuring smooth administrative operations and effective communication.

We require someone who is positive, proactive, detail-oriented and has exceptional organisational and communication skills. Join our team and contribute to its success and the overall efficiency of our organisation.

What You’ll Do 

Your responsibilities will range from carefully maintaining the diary of the Chief Executive and President and carrying out relevant correspondence around diary management, to setting up and  maintaining the overview of upcoming governance meetings, being responsible for relevant reminders, preparing attendance and accommodation requirements for physical meetings and document folders prior to physical meetings. For remote meetings or meetings held by video call, you will be responsible for setting these up, reminding participants and starting/ending meetings held by video call. 

At a governance level, you may be asked to receive calls, take messages and route correspondence and sometimes be asked to act as the point of contact between the President, Chief Executive, managers and internal/external members. You may be asked to assist the Operations, Policy & Advocacy, Communications & Community Teams and carry out relevant tasks occasionally. 

Our working language is English. Candidates must already have the right to work in the EU and already be physically based in Brussels.

What talents/skills you must have

• proven experience as an Executive Administrative Assistant, Senior Executive Assistant or in other secretarial position
• excellent knowledge of MS Office
• strong organisational, communication and inter-personal skills
• effective and efficient writing skills in English (native or near-native level) 
• exemplary planning and time management skills
• up-to-date knowledge and understanding of advancements in office gadgets and applications
• ability to multitask and prioritise daily workload
• aptitude to simplify complex requests/situations
• high level verbal and written communications skills
• patience, discretion and confidentiality

Additionally, you should be

• able to maintain a professional but warm attitude with colleagues, members and external contacts
• capable of remaining calm and professional in unforeseen situations 
• a solution-seeker who enjoys solving problems and thinks critically, paying attention to detail 
• a team player able to follow internal and external workflows with precise deadlines 
• quietly discreet and able to handle confidential information
• practised at considering the reputation of the organisation and behaving decorously in all situations

The role offers the successful candidate 

• Satisfaction from contribution to the creation and implementation of game changing European-wide projects that tangibly improve the lives of cancer patients and their families
• Experience in the public health sector, with the delivery of the EU Cancer Mission and Beating Cancer Plan at the top of the EU’s agenda 
• Opportunity to work closely with top level experts and management 
• Experience with varied angles and perspectives of the internal workings of a not-for-profit organisation 
• Opportunity to be able to liaise directly with top-level stakeholders from EU institutions 
• Opportunity for strong professional and personal growth in a mentoring office environment 

About the Organisation 

The European Cancer Organisation is a not-for-profit federation of 42 Member Societies working in fighting cancer across the continent, together with 21 European Patient Advisory Committee members through 10 Focused Topic Networks. 

We bring together patients, oncology professionals and public health experts to propose new policies, advocate change and be the united voice of the European cancer community. 

Application 

Interested applicants must have the right to work in the EU and be already physically based in Brussels. They will have fully completed their studies as the role will be demanding and time-consuming. 

Please send a CV and cover letter (maximum 2 pages of A4), together with details of your current salary and earliest starting date (giving details of any required notice period) by email to [email protected] with the subject “Executive Administration Officer – [Candidate Name]”. 

Application deadline: 21 January 2024 noting that interviews will commence and an offer made as soon as suitable applicants are identified. Therefore, we encourage interested applicants to submit their application as soon as possible. 

Although the receipt of each application will automatically be  acknowledged, unfortunately we can only follow-up with applicants that reach the first interview stage.    Applicants should be aware that the selection process may require completion of an assignment to test your ability to work in the software required for this role.

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