Vacancy at European Heating Industry - Administrative Assistant to the Secretary General - Job description

Brussels, 23 March 2018

About EHI – the association of the European Heating Industry

The European Heating Industry (EHI) represents 38 market leading companies and 13 national associations active in the heating market. Our members produce advanced technologies including burners, boilers, heat pumps, smart temperature controls, radiators, surface heating & cooling and renewable energy systems. Representing close to 90% of the European market for heating, our members employ directly more than 120.000 people in Europe and invest more than half a billion euro a year in energy efficiency (see www.ehi.eu).

EHI’s activities are managed by its Secretariat based in Brussels, Belgium. The Secretariat is  composed of an international team of six professionals led by the Secretary General, who is supported by three Regulatory Affairs Managers, a Technical Affairs Officer and an Administrative Assistant. A Technical Affairs Director works on a part-time basis as a consultant to the Association, and is based in Germany.

EHI is currently seeking an Administrative Assistant to the Secretary General, in order to replace the current administrative assistant as of May 2018 (M/F, full time, based in Brussels).

A full time position, reporting to and supporting the Secretary General, the Administrative Assistant of EHI will be responsible for the following tasks:

  • Administration work such as encoding incoming mail, invoices and bills, acting as main point of contact with suppliers and others as Tribunal de Commerce, Belgian Gazette for updates and annual accounts; sending out and following up on invoices for membership fees; minimum bookkeeping (in cooperation with EHI’s external accountant) and supervision of accounts, making payments online; updating database of contacts; support the activities of EHI related to General Data Protection Regulation (GDPR) compliance;
  • Organization of small events including booking meeting rooms, catering, dealing with registrations. Support the preparation of the Association’s yearly General Assembly (max 80 participants) and occasional larger public conferences in Brussels (e.g. in September 2018);
  • Ensure the smooth preparation and follow up of EHI Departments meetings (i.e. working groups) in cooperation with the respective Regulatory Affairs Manager. Circulating preparatory documents by email within the set deadlines; uploading follow up documents on intranet etc;
  • Minimum travel organization, mainly for the Secretary General (including dealing with encoding of  reimbursement of expenses) and occasionally for the Regulatory Affairs Managers;
  • Communication: Regular website updates and upload of documents on intranet; occasional work on visuals such as infographics or PowerPoint presentations; occasional use of social media (twitter, LinkedIn) and other communication tools.
  • Offer basic IT support to team members such as for Sharepoint connection issues, printer, intranet (broader IT support is ensured by external supplier).

The successful candidate will have:

A minimum three years’ experience in administrative or secretarial work, with a requisite of attention to details and accuracy;

Good interpersonal skills: he/she should be able to communicate with people from different European countries with a polite and client-focused attitude.

Well versed in the latest IT Office applications, especially MS Word, Excel, as well as online social communication platforms such as twitter. A preference will be given to candidates showing a proven record of ease at design/ communication e-tools.

Fluency in English is a minimum requirement, as well as a good working knowledge of French or Dutch in order to deal with Belgium-based suppliers.

We are looking for an enthusiastic new colleague, who enjoys working in an international environment, is able to take the lead in the administration of the office, is precise with invoices and bookkeeping and can support a team of young European affairs professionals.

What we offer:

  • A competitive remuneration package based on an indefinite contract of Belgian law, with a salary range according to experience and additional benefits such as public transport reimbursement,  participation in the Group Insurance with a contribution to a pension plan; lunch vouchers.
  • Being part of a growing, young and international team based in Brussels;
  • The opportunity to work within a modern environment and experience lean management as daily practice, in a beautiful new office location in the EU quarter of Brussels.

Very limited travel, except for exceptional circumstances (for example General Assembly, when outside of Belgium).

Period: Starting date May 2018.

Contacts:

If you are interested in this position, please send your CV to Ms Federica Sabbati, EHI Secretary General, at federica.sabbati[at]ehi.eu by 15 April 2018. Please mention “EHI vacancy 2018” in the subject line of your email. The CV should be accompanied by a short letter of motivation and should be in English. To learn more about EHI please see www.ehi.eu . EHI is an equal opportunities employer. The office working language is English.

23.03.2018