Secretary

Become the backbone of a collaborative team and help drive seamless operations.

Secretariat in general, including •    administrative support to General Secretary and other staff members •    liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape •    support the events organisation, i.e. the practicalities (hotel, venue, catering, …) for the yearly “National Association Meetings, “International Harmonisation Council” and a “Summit rehearsal”

Suppliers •    Scouting if needed •    Organizing, ordering & reception of all office supplies, drinks, etc •    Contact with suppliers: e-mail correspondence, telephone requests •    Price quotations, ordering with approval of General Secretary •    Filing of contracts •    Ordering & follow-up of maintenance/repair of material, machines •    In contact with the cleaning service and plants’ service

Building •    Access badges  •    Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for EIGA staff & visitors on our busy meeting days) •    Responsible for evacuating EIGA staff & visitors in every case of alarm and during building escape exercises.  Sending report to the building representative afterwards. •    Organise maintenance of kitchen machines

Mail •    Opening and distribution of mail •    E-Mailing of invitations to Summits   EIGA INFO e-mail address (inbox) •    Checking incoming mail, answering, forwarding •    Clearing inbox of all possible junk, clear spam box

Insurances (except for insurances linked to staff) •    Follow-up of insurances