Philanthropy Administrator for an International Association

Our client is an international association in the field of medical research. They coordinate clinical trials worldwide in partnership with their 50+ member organisations. Their Brussels office gathers +/- 40 staff and is located in Woluwe-Saint-Lambert. They are today looking for a diligent Administrator to work as part of their closely knit Philanthropy Team (4 people). This is a newly created position!

Purpose of the role

To support the Philanthropy Team and to handle their administrative and logistical tasks across a wide variety of activities, including meetings, events and contacts with VIPs, partners and supporters. To contribute to a pleasant and safe working environment, ensuring high levels of organizational effectiveness and efficiency, proactively ensuring proper and timely administrative and logistical follow up, thus improving the quality and evolution of the organisation’s overall fundraising activity.

Job description

• Managing logistics for in-house activities such as meetings
• Assisting the Philanthropy Events Manager with events logistics (mailing lists, invitations, venue search, on-site equipment, catering, goodie bags, …)
• Providing administrative support for other philanthropy team members as needed
• Liaising with the association’s suppliers, partners, sponsors and ambassadors
• Helping managing the CRM and other databases and IT tools used
• Managing the webshop, iRaiser (or similar tools), and following-up on banking activity
• Welcoming and guiding visitors in collaboration with the company’s Office Coordinator/Receptionist
• Managing returned postal mail and related issues (e.g. in CRM updates change of address, spelling corrections, etc.), taking care of and tracks of all types of mail (postal, mailing, courier, shipping)
• Keeping the department’s professional memberships and subscriptions updates
• Participating in internal meetings with the team and in external meetings with sponsors, ambassadors, etc.
• Managing ad-hoc requests from the team

Profile

• You are fluent in either French, Dutch or English and have an operational knowledge of the other 2 languages
• You have at least 5 years of relevant experience
• You are IT savvy and easily find your way around various tools (MS Office, Mailchimp, CRM, Zoom, Teams, softphones, etc.)
• You have strong organizational skills and a real eye for detail
• You ideally have a genuine interest and./or volunteer experience in the charitable sector
• You are able to prioritise, to multitask, to anticipate and to meet deadlines
• You are an excellent team player, are eager to work in a collaborative, international and diverse team
• You are also able to work independently with minimal supervision
• You value the fact of working for the not for profit sector and you share the values associated to this field (open mindedness, strong ethics
• You own a clean driving licence

Offer

• Contract: a permanent and full-time contract
• Starting date: as soon as possible!
• Salary & benefits: a competitive salary and comprehensive benefits package including luncheon vouchers, Eco vouchers, health insurance, pension scheme, full reimbursement of public transport costs, cell phone, laptop, parking facilities, homeworking possibilities, 26 holidays/year
• Working hours: 38h/week, some flexibility will be required in order to attend punctual events in the evenings (but overtime will be recuperated)
• Location: the offices are located in Woluwe-Saint-Lambert (close to the Cora). Although they are accessible by public transport, they are more easily reachable with a personal vehicle (parking space available)
• A stimulating working environment and an organisation which genuinely makes a difference!
• The opportunity to contribute to innovative, practice-changing medical research!
• This is a newly created role and as such its content could develop in time