Functie

Job description summary

Our dynamic society composed essentially of rheumatologists is looking for a part-time multilingual Office Manager & Project Assistant especially strong in Dutch and English with a good understanding of French.

The role involves:

- Administrative management for which you will be solely responsible:
invoice management, payments and preparation of documents required for accounting purposes (support of the accountant), management of memberships, management of the office in Zaventem (supplies…).

- Project and Event Support to our scientific society (KBVR-SRBR) and fund (FWRO-FRSR)

o to build awareness with the outside world and within the scientific community

o to collaborate on projects with patient organisations, testament.be, King Beaudoin foundations, pharmaceutical companies.

o To co-organise our Belgian Scientific Congress that we organise every September in which you will also be very much involved.

Our Organisation

The Royal Belgian Society of Rheumatology (KBVR-SRBR) with its scientific fund, FWRO-FRSR, (part of the Rheuma.be partnership) is a national scientific association (asbl-vzw). Its members are Belgian rheumatologists and people involved in treating patients with rheumatic diseases professionally, scientifically, and socially. We help our members to provide optimal care and improve the quality of life of people with rheumatic diseases.

Our main missions are:

- education and awareness building of the general public and public authorities

- fundraising to support Belgian scientific research in rheumatology

1) Main responsibilities

- Administration and accounting (key contact person for accountants)
- Managing emails, post and phone calls
- Invoicing, banking documents
- Maintaining the association's legal documents
- Management of membership lists
- Translations or review of translations (French or English into Dutch)
- Preparation and follow-up of legal meetings of the association (board of directors, general meeting, Research Fund meetings, etc.)

2) Supporting Responsibilities

- Support Organisation of events
- Communication
- Project coordination

Jouw profiel

MUST HAVE QUALIFICATIONS

- Bachelor's degree or equivalent through experience in business administration, communication or similar

- Excellent command of Dutch (mother tongue or equivalent, written, and oral)

- Good knowledge of English

- Good understanding of French

- Proficient with the Microsoft 365 solutions

- In possession of driver's license

- The flexibility to occasionally have meetings in the evenings (2/month) or weekends (2 per year)

SOFT SKILLS

- Autonomy, self-discipline, and motivation

- Good communication skills are required to interact with different stakeholders (patients, rheumatologists…)

- Flexibility and ability to work independently, organise your own work effectively

- Good sense of organisation but with the flexibility to adapt easily to change

NICE TO HAVE:

- A first successful professional experience in a similar position (for administrative and accounting aspects)

- Experience in the social, medical, or fundraising sector

- Knowledge of WordPress, Salesforce, CRM, Photoshop

- Knowledge in digital marketing channels especially social media and emailing

• Opzetten en ontwikkelen van: Evenementen
• Tools voor de opvolging van de activiteiten en situatieoverzichten ontwikkelen en bijwerken
• De parameters van de boekhoudsystemen actualiseren (tarieven sociale bijdragen, ...)
• Dossiers behandelen en opvolgen (samenstellen, samenvatten, bijwerken van bestanden, ...)
• Vergaderingen voorbereiden en organiseren (uitnodigingen, voorbereiding van de dossiers, reservering van zalen, ...)
• Materiaal, toebehoren en verbruiksgoederen bestellen
  De leveringen controleren
• Documenten ingeven, briefwisseling behandelen en e-mailberichten beheren
• Communicatieacties en evenementen plannen en organiseren
• Beslissingen, dienstnota's, contracten behandelen en doorgeven, zowel intern als extern
• Uitvoeringsvoorwaarden van onderhoudscontracten van kantoormateriaal, technische keuringen van voertuigen, ... organiseren en opvolgen
• Professionele informatie en reglementering bijwerken
  Documenten archiveren en klasseren
• Betalingen ontvangen
• De activiteiten van een team coördineren
• Schriftelijke communicatiedragers opstellen: Nieuwsbrief, e-nieuwsbrief (mailings)
• De interne communicatie van de onderneming coördineren (vergaderingen, nota's, richtlijnen, ...)
• Facturatie opstellen
• Brieven, verslagen, nota’s, ... opstellen en redigeren

Aanbod

• 28 hour per week permanent co ntract with competitive salary package based on market and your experience. The number of weekly hours can be increased during certain hectic periods.
• Meal vouchers
• Home working allowance
• Flexible working hours. Most of the time you can manage your hours as you wish with the exception of our evening meetings in Zaventem or online (average 1-2/month) and some weekend events (4/year)
• Homeworking policy
• The flexibility to occasionally have meetings in the evenings (2 per month) or weekends (2 per year)

The opportunity to develop in an environment where entrepreneurship and pro-activity are valued. You will be working for a socially meaningful project. Your position is not entirely fixed and, although initially mainly administrative, it may quickly evolve into more varied and extensive responsibilities, depending on your profile and skills. Your efficiency and effectiveness in administrative procedures will be key.

Solliciteren

Saskia Verwijs
0470 18 76 17
saskia@rheuma.be