Office Manager

European Mortgage Federation - European Covered Bond Council

About the Organisation

European Mortgage Federation-European Covered Bond Council (EMF-ECBC) is the voice of the mortgage and covered bond industries in Europe and beyond. To this end, we are the key talking partner of the European Commission, the European Parliament, the Council of the EU, the European Banking Authority, the European Central Bank and the Basel Committee on Banking Supervision on all mortgage and covered bond-related questions. Our human-sized and multinational office (+/- 10 people) is located in the Arts-Loi area.

About the role

As the Office Manager at the European Mortgage Federation - European Covered Bond Council (EMF-ECBC), your primary responsibility is to ensure the efficient operation of the office, with a particular emphasis on budgeting and financial administration. This role is pivotal in maintaining the smooth operation of the EMF-ECBC office, ensuring both administrative efficiency and robust financial management. Reporting to the Secretary-General and his Deputy, you will be in charge of ensuring the smooth running of the office with a particular focus on budgeting and financial administration.

Responsibilities

Operations:

• Organizing office operations and procedures;
• Scheduling meetings and appointments;
• Managing contract and price negotiations with all suppliers, and liaising with them thereafter;
• Placing orders (catering, office supplies);
• Assisting in the onboarding process for new employees;
• Addressing employees’ queries regarding office management issues (stationery and travel arrangements);
• Preparing meeting rooms;
• Providing general support to visitors.

Financial Administration:

• Assisting in the preparation and management of the Association's budget, ensuring accurate and timely reporting;
• Ensuring coordination of outgoing invoices and timely payment of incoming invoices;
• Liaising with the accountant and auditor, preparing the necessary documents for the annual audit;
• Following the Association's cash flow and keeping an eye on the status of the Association's finances more generally.

Skills, Competencies & Experience

• At least five years’ experience in a similar role and at a similar level;
• Strong general IT skills (Outlook, Word, Excel, knowledge of a CRM is a plus);
• Demonstrable experience in using specialist accounting software is a plus (WinBooks);
• Fluency in English and French (C1+/C2 - written and spoken) is essential;
• Very good team spirit, leadership and communication skills;
• Trustworthy, responsible, and accountable;
• Focussed, structured and composed;
• Hands-on and flexible;
• Ability to multitask and to prioritize (the position is multifaceted and will involve working with various team members);
• Presentable (the role will involve contact with senior industry representatives and EU officials);
• Commitment to the values and goals of the European Union.

Required Qualifications

• Bachelor’s Degree in Office Management, Accounting, and Demonstrable Equivalent in Experience.

Compensation & Benefits

• Competitive Salary Benefits Package
• 24 days Annual Leave
• Luncheon Vouchers
• Group Insurance, DKV
• Ambulatory and Dental Insurance

Conditions of employment

• You need to be eligible to work in the EU

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Send an email to Agnès Guilloux at [email protected] with a CV and a cover letter by 14th March 2025 at 5 PM

Interviews

• Shortlisted candidates will be contacted for an interview

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