Governance Project Manager

European Society for Radiotherapy & Oncology

About the Organisation

Founded in 1980, ESTRO, the European Society for Radiotherapy & Oncology (ESTRO), is a non-profit and scientific organization that aims to reinforce radiation oncology as a core partner in multidisciplinary cancer care and guarantee accessible and high-value radiation therapy for all cancer patients who need it. With over 9,000 members in and outside Europe, ESTRO supports all Radiation Oncology professionals in their daily practice: Radiation Oncologists, Medical Physicists, Radiobiologists RTTs (Radiation Therapists), and the wider oncology community. ESTRO’s mission is to promote innovation, research, and dissemination of science through its congresses, special meetings, educational courses, and publications.

About the role

Governance Project Manager is responsible for supporting the effective functioning of ESTRO’s Governance. S/he is responsible for the seamless running of the Board of Directors and any specific Senior Leadership Group. S/he is in charge of the coordination of the Board meetings and activities, management of the General Assembly, and Senior Leadership meetings. S/he acts as a contact point for Board matters to internal stakeholders and ensures smooth information flow between Board, Senior Leadership, and other Society Affairs bodies.

Responsibilities

Coordination of Board & Senior Leadership:

• Ensure the coordination of Board & Senior Leadership meetings: communication between stakeholders, organization of meetings, including physical and online meetings, preparing the agendas, ensuring travel arrangements, write minutes.
• Prepare the Board and Senior Leadership meetings material, including slides background documents, and memos, supporting the decision-making processes, in collaboration with the CEO, Deputy CEO, and Senior Management Team
• Ensure accurate documentation of decisions, timely follow-up on action points, drafting support material, and dedicated communication when needed
• Central point of contact for governance-related inquiries, ensuring clear and effective communication between the Board, Senior Management, and members.
• Liaison between the Board and Units dealing with annual or any other events of the Board (Strategic Retreat)

Coordination of General Assembly meetings, Elections & other Governance:

• Organization of the General Assembly: the logistics and the preparation of the material for the GA meetings and, when necessary, other governance events.
• Organization of the Society’s elections, the logistics for nominations, elections, and appointments to governance bodies
• Support the Society Affairs Unit during the ESTRO Annual Congress set up the President’s schedule and support the organization of meetings and activities linked to the Board and Senior Leadership Groups;
• Oversee the activities involving the Leadership: when needed, coordinate and manage with the Presidents and
• Executive Office the organization of internal and external stakeholders’ meetings
• Abreast of the governance activities agenda and manage the operational requirements when needed.

Policy:

• Ensure ESTRO complies with legal, regulatory, and internal governance requirements (statutes, by-laws, EU regulations).
• Maintain and update governance-related documentation, including charters, policies, and MOUs.

Skills, Competencies & Experience

• Experience of at least 2 years in a similar role
• Fluent in English (verbal and written)
• Languages are an asset to interact with different stakeholders
• Diplomatic yet assertive communication skills
• Stress resistant
• Strong organization skills
• Detail-oriented
• Capacity to run various projects smoothly and efficiently
• Discretion and high level of integrity and confidentiality;
• Strong autonomy Collaborative
• Pragmatic mindset
• Capacity to work under minimal supervision
• Adhesion to ESTRO values
• Willing to travel, including internationally

Required Qualifications

• Master's Degree

Compensation & Benefits

• Attractive Salary
• Others Benefits

Working locations

• Remotely working in Brussels Belgium

How to apply

• Send an email to [email protected] with a CV in English, a  reference, and a cover letter, with the subject line "Governance Project Manager" by 14th February 2025 at 2025

Interviews

• Only shortlisted candidates will be contacted for an interview. The interview will held on 28th February 2025

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