Administrative Assistant

ECETOC

About the Organisation

ECETOC is a scientific association that provides a collaborative space for top scientists from industry, academia, and governments to tackle real-world problems related to the safety of chemicals. Our mission is to develop trusted, sustainable, and practical solutions to regulatory scientific challenges, benefiting businesses, regulators, and society as a whole. ECETOC Secretariat is a small but dynamic, international, and committed team. We value a supportive and flexible working environment where team members thrive on learning and personal growth.

About the role

An Administrative Assistant plays a key role in supporting the daily operations of an organization by handling a variety of administrative and clerical tasks.

Responsibilities

Project Management Support:

• Assist Science Managers with kick-off and follow-up meetings (scheduling appointments, drafting agendas, sharing minutes, sending invitations, updating SharePoint sites).

Office & Event Management Support:

• Ensure the office is stocked, equipped, and functioning smoothly.
• Helped plan and run in-house and external events (selected/coordinated venues, arranged catering, booked travel/accommodation, managed registrations, created badges, and welcomed and supported participants).
• Support the Head of Administration in diverse tasks (accounting, payroll, infrastructure, HR administration).

Communications & Membership Support:

• Format and edit draft publications in line with organizational and journal standards.
• Maintain and update membership and project databases.
• Handle daily management of incoming inquiries.

Skills, Competencies & Experience

Experience:

•  At least 3-5 years of experience in an administrative role.

Skills:

• Highly organized, detail-oriented, and proactive.
• Flexible and motivated team player with a self-starter attitude.
• Strong problem-solving skills and ability to adapt to new challenges.
• IT-savvy, proficient in Microsoft Office tools (including SharePoint, Forms, and ideally a database management tool)

Languages:

• Excellent English (working language) and working knowledge of French (Dutch is a plus).

Required Qualifications

• Bachelor’s Degree in Communications, Languages, and Administration in a Related Field

Compensation & Benefits

• Competitive Salary
• Lunch Vouchers
• Public Transportation Allowance
• Hospitalization and Group Health insurance.

Conditions of employment

• You need to be eligible to work in Belgium

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Send an email to [email protected] with a CV and a cover letter by 30th March 2025 at 5 PM

Interviews

• Only Selected Candidates will be contacted for an interview.

Policies

• At ECETOC, we are committed to diversity and inclusion. We welcome applicants from all backgrounds who share our passion for collaboration and excellence.

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