Office & Community Manager (6-month contract)

Company info:

Our client is a small non-profit association active in the field of domain name systems (internet sector).  Their main goal is to promote and participate in the development of high standards and best practices amongst their members.   The organisation has a European focus but they also have members on different continents.   Their team (+/- 6 people) is located in the centre of Brussels, their offices are therefore very accessible by public transport. They are currently looking to recruit an Office & Community Manager for a 6-month contract.

Purpose of the role:

As an Office & Community Manager, your role is to ensure the smooth running of the office on a day-to-day basis.   Your main responsibilities will include: vendor & stock management, meeting & event coordination, facility management, user and website content management and general administrative & logistical support for the office.   You will also be involved in some additional projects.

Job description:

• Event Management (face-2-face meetings, webinars, online Working Group meetings, …): catching up with host regarding organisation, uploading details on website, creating Zoom links, updating participant lists and sending links, recording the webinars & online meetings, taking stats for participation, helping people with missing links, uploading slides onto the member area of the website after meeting, creating & emailing surveys and publishing the results, booking travels and accommodation, etc.
• Office & Facilities Management: ordering new office supplies and managing stocks, making sure all office & kitchen equipment is functioning correctly, organising maintenance/repairs if and when needed, liaising with landlord & suppliers, solving building-related/technical issues (plumbing, electricity, …) if needed, watering the plants, handling the mail, addressing all queries regarding office management issues, etc.
• Invoices and budget management: checking incoming invoices related to the office suppliers and processing for accounting purposes, making sure they get paid on time, liaising with bank, budget review once per month with General Manager, etc.
• User Management and Website Maintenance: creating new users and editing existing users’ credentials, assisting the members with their queries/issues, keeping mailing lists up to date, updating the website, identifying and fixing bugs (contacting the developers if needed), …
• Statistics: updating metrics master with statistics regarding mailing lists/webinars & working group meetings, updating statistics for each webinar/WG meeting, …
• Working Group support: assisting the team with the preparation of the meetings and webinars, sync calls, drafting minutes, compiling slides, preparing the agenda points, responding to requests, …
• Community Management: analysing stats from members missing or attending meetings, contacting missing members, scheduling meetings at upcoming WG meetings, keeping interactions documented for other members, having regular catch-up meetings with General Manager to exchange on new ideas and projects, …
• General Assembly: assisting with the preparation and the organisation of the General Assembly, completing/updating the Activity report, putting all slides/agenda changes/updates online, setting up Election Buddy, monitoring the voting process, presenting the results, …
• Other possible projects/responsibilities: attending meetings & taking minutes, coordinating informal office parties & celebrations/team buildings, handling office-related communication (e.g. Covid safety guidelines & updates, transport strikes, extreme weather, office closing days, road works/EU summits impacting the office accessibility, etc.), …

Profile:

• You have already gained at least 2-3 years of experience in a similar role (Office Assistant, Office Coordinator or Manager, Business Support Manager, Event Manager, …)
• Previous experience with event & meeting management can be an asset
• Previous experience with budget management, financial/accounting support, …would also be a plus
• You are perfectly fluent in English and French (both written and spoken). Other languages (Dutch, German, Spanish) are an asset.
• You are proficient in MS Office (Outlook, Word, Excel and PowerPoint) and you feel comfortable working with other IT tools & databases
• You possess strong organisational, administrative and interpersonal skills
• You have a proactive & hands-on attitude and you are very service & solution oriented
• You possess excellent time-management skills which allow you to efficiently structure and prioritise your work, you can adjust easily to changing circumstances
• You have the ability to multitask and to work with minimum day-to-day supervision, you stay calm and cool headed when confronted with multiple priorities and/or strict deadlines
• You are a creative & resourceful person keen on continuously learning and able to suggest improvements /optimisations
• You are an excellent team player, eager to work collaboratively in an international and diverse team
• You are comfortable working with virtual communications tools such as Teams, Zoom, softphone, …
• You enjoy working in a small, closely-knit team !

Offer:

• A 6-month contract starting 1st December 2023 until end of May 2024
• A competitive salary + luncheon vouchers, 100% reimbursement of public transport costs
• Location: the offices are located in the city centre and are very accessible by train/metro (Troon/Trône)
• The opportunity to work in a very stimulating & international environment and to get familiar with a really interesting sector!
• Very challenging and varied role and a genuinely nice team!