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The ECTP-CEU is looking for a part-time Secretary (m/f)

The ECTP-CEU is an international nonprofit association under Belgian law. Founded in 1985, ECTP-CEU (European Council of Spatial Planners - Conseil Européen des Urbanistes) brings together 28 professional spatial planning associations and institutes from 24 European countries as well as corresponding members. It is an umbrella association providing its members with a common framework to promote the visibility, recognition of the important societal role and practice of planning and urban development in Europe and its teaching, continuing professional development and the definition of professional responsibilities.
ECTP-CEU sets standards of conduct and education for the planning profession; engages in dialogue with local, national and European governments, identifies, and rewards examples of good planning all over Europe.

Job description

As Secretary you provide administrative support in order to make the European umbrella organisation work efficiently.
You assist the Secretary General and the Executive Committee; you are the organisation’s point of reference for all queries, requests or issues.
We are looking for a part-time (min 35 to max 50 %) flexible worker, who can work from home or elsewhere independently. The secretary is generally available during weekdays in order to answer emails and phone calls. There is no office available and there are no direct colleagues. A laptop computer and cell phone is provided. Limited two-day travels within Europe (generally 1 or 2 per annum).

Responsibilities

Prepare and disseminate correspondence, memos and information
Prepare and help organising the executive committee meetings (4/year) and General Assembly meetings (2/year)
Answer phone calls and redirect them when necessary
Manage the agenda and arrange meetings and appointments
Maintain the organisation’s memory in a (digital) filing system
Manage the organisation’s emails
Assistance to the Secretary General. The Secretary & the Secretary General
work closely; a very good communication line between both is necessary. There is no strict need to be Brussels based, but as the majority of activities take place in and around Brussels, it is preferred to be based in the larger Brussels area
All logistics for the General Assemblies and the Executive Committee meetings occurring in Belgium are managed by the Secretary. When abroad, the Secretary provides support to the hosts who organise the meetings
Minutes are taken during the meetings and completed very soon after. Minutes are finalised with the SG before sharing with ExCo and later General Assembly
A simple accounting system has been developed in ExCel. All finances and expenses are managed under supervision of the treasurer
The internal HR and salary management is prepared under supervision of the Secretary General in collaboration with a professional social service
The website management, which is built and managed with Joomla. There is also a Facebook page and a Twitter account that are managed by the Secretary. Follow up and coordination of social media accounts. Managing the Newsletter system with a website plugin
Occasional publications are to be coordinated
Organisation of very few modest PR events

Requirements

Proven work experience as secretary or administrative assistant (or equivalent)
Familiarity with office organisation and working in an international environment
High degree of independency, multi-tasking and time management capability
Commitment to the objectives of ECTP-CEU
Excellent written and verbal communication skills in English (main language) and French
Proficiency in MS Office

What do we offer?

We are a small umbrella organisation with a big network. We offer a market conform salary of a secretary, including Belgian social security and lunch vouchers.

How to apply?

Send your CV and motivation letter to This email address is being protected from spambots. You need JavaScript enabled to view it., no later than January 15, 2020, 10 PM.
After a first selection, a limited number of selected candidates will be invited for an interview.
All information: ECTP Secretary-general This email address is being protected from spambots. You need JavaScript enabled to view it. mobile: +32473928656
Starting date: May 15th 2020