Executive assistant

YOUR ROLE (EXECUTIVE ASSISTANT)

AGENDA, MEETINGS AND EVENTS:

• Manage the Agenda of the Executive Director and support her in the follow up of meetings
• Manage the organization of workshops, meetings and events 
• Agenda management of the Association activities and preparation of letters, layouts, presentations, e-mails
• Operate internal tools

MEMBERSHIP AND OFFICE SUPPORT

• Dealing with the process to approve and welcome new members
• Handle membership invoicing and maintain accurate records for membership database
• Dealing with the communication and information with potential new members and with current members.
• Elaborate stats and reports on membership
• General secretarial tasks (organise high-level meetings, take draft notes, control quorum, support in the application of statutes and Internal Rules...)
• Office administration tasks (staff issues, training, paperwork, office supplies and equipment, inventory…)
• Manage relation with providers: setting –up all contracts and follow-up of the activities of contracts related to admin and costs related tasks.
• Dealing with invoices and keeping the registry of costs
• Coordination with accounting and HR service providers
• Entering/ Preparing incoming and outgoing invoices and payments system
• Dealing with members and other stakeholders (mail, telephone, in meetings)
• Organise and maintain contacts data base, considering GDPR policy
• Organize and maintain centralized filing systems (on line and off line)
• You will support the Executive Director and team for the fulfilment of our statutes in all the activities of our association