Secretariat Coordinator

Description:

Administrative Management (40-50% of workload)

• Oversee daily association administration, including legal obligations, account management, invoicing, budget monitoring (with a bookkeeper), and liaising with external service providers.
• Implement decisions from the Executive Committee in collaboration with the rotating Secretary General.
• Maintain an up-to-date database of members and contacts; set up efficient communication systems to streamline internal correspondence.

• Organize logistics for physical and virtual meetings, including the Annual General Assembly, Executive Committee meetings, and committee gatherings.
• Prepare and distribute agendas, invitations, working documents, and minutes for all meetings.
• Occasionally manage advocacy events, including budgeting and logistics.

• Handle incoming EU-related information and invitations.
• Update the association's website as needed.
• Produce an annual statistics report analyzing industry trends, including aggregated production, employment, imports, and exports data.

• Supervise third‑party contractors delivering EU policy monitoring reports.
• Support communication and strategic initiatives, including internal and external messaging and social media campaigns.
• Track imports and exports data on a monthly basis and share insights with members.

• Association management and administration / familiarity with Belgian legal obligations.
• Organizational skills for meetings, administration, meeting deadlines, etc.
• Pro‑activity to engage with the Secretary General, Committee Chair and issue leaders to ensure progress in the conduct of projects and tasks as well as to ensure the respect of procedures (agenda, minutes, circulation of working document)
• Good listening skills and interest in EU policy and industrial matters are needed (minutes, communication, etc.)
• Communication savvy: experience in working with modern communication and design softwares and the use of social media to advocacy messages.
• Comfortable working with numbers (statistics) and databases (contacts)
• Support‑oriented mindset to look for solutions in support of members' efforts.
• Ability to appease tensions, stay out of conflict and to maintain neutrality is essential.
• Written proficiency in English is required.

• An attractive salary package in line with the responsibilities and market standards for a part‑time management/secretariat role.
• A flexible and supportive working environment, with opportunities to work remotely as appropriate.
• A chance to play a key role in a dynamic European industry association, working closely with leadership and committee members.
• Opportunities to develop professional skills in administration, communication, data reporting, and association management.

The organization is a European industry association that brings together companies and professionals to support collaboration, share knowledge, and promote best practices within its sector. It facilitates networking among members, coordinates meetings and events, monitors industry trends, and provides information and resources to help members stay informed and engaged at both national and European levels.

The organization is situated in Brussels.