Association Administrator

The Association Management Practice of Interel EU, is looking to recruit a reliable and motivated Association Administrator to join our dynamic international team (full-time or 80%)

Applicants for the position should fulfil the following minimum requirements:

  • Formal training in office administration
  • Minimum 1-2 years’ experience in association or similar office administration
  • Excellent command of spoken and written English, working knowledge of French or Dutch
  • Excellent computer skills, (Word, Excel, Outlook, Access, PowerPoint)
  • Some demonstrated experience in event administration
  • Some demonstrated experience with IT applications, tools and processes for social media management, website management, desktop publishing
  • Desirable: experience in desktop publishing, graphic design

Applicants should be able to demonstrate the following abilities:

  • Service oriented: can-do approach to work
  • Reliability: Precision, attention to detail and the ability to work independently
  • Teamwork: Excellent people skills; ability to work in a matrix organisations with multiple teams and ad-hoc project groups
  • Creativity: Pro-active, dynamic and resourceful, a problem solver
  • Communication: Ability to communicate accurately and clearly both orally and in writing; pleasant telephone manner
  • Time management: ability to work under tight deadlines and to manage priorities.
  • Willingness to learn
  • Work within standards of ethical business practice
  • Able to work on multiple teams and/or multiple tasks
  • Available for occasional international travel

The Association Coordinator will work closely with the Association Manager to support our associations clients’ day-to-day operations, communication and digital outreach activities, and events.

Concrete responsibilities will include:

Association Administration

  • Primary phone coverage
  • Sort, distribute and follow-up on incoming physical mail and email; prepare mailings and postings
  • Digital and physical filing of materials, creating backups
  • Assist with bookkeeping/accounting functions as appropriate
  • Process membership applications, assist with member administration, renewals and requests
  • Assists with mailings, newsletters and communication campaigns
  • Ensure the quality and accuracy of member directories and other association databases
  • Manage internal calendars, deadlines and milestones
  • Book meeting rooms and meeting technology for internal association meetings; assist in meetings if required
  • Assist with special projects and assume responsibility for the development, administration, and promotion of specific activities, as required
  • Administer contracts with external providers and suppliers

Event Support

  • Support all administrative aspects of association events and meetings including registrations, confirmations, certificates, badges & evaluations,
  • Ensure the timely preparation, assembling and mailing of event and meeting materials
  • Support events logistics, including registration process and basic book-keeping
  • Support onsite event teams in setup, registrations, speaker- and delegate support
  • Manage database for mailing and promotion

Communication Support

  • Ensure website maintenance and publish updates as requested by staff and membership
  • Monitor online forums and discussion boards and manage according to policy
  • Ensure the formatting, proofing and layout of key documents (presentations, reports, newsletters)
  • Support the production of newsletters, reports
  • Support the implementation of marketing and communication activities
  • Support data collection to report and analyse communication targets and impact

Team Support

  • Offer additional support to staff and leadership as necessary
  • Contribute to Staff-To-Do-List and Agendas
  • Provide support to the department to include filing, mailings, ordering materials, meeting notes, etc.

Client relations

  • Understand the clients’ businesses and issues
  • Understand Interel service offering and marketing messages
  • Build trust relationship with colleague and clients
  • Proactively suggest ideas for improving client service
  • Participate in the implementation of new projects
  • Monitor work time spent in order to be in line with contract agreement, attend staff meetings
  • Understand Interel service offering and marketing messages

The company offers:

  • a full-time / part-time contract with a competitive salary;
  • additional benefits including pension scheme, hospital insurance, luncheon vouchers.
  • an exciting job with one of the market leaders in association management and public affairs;
  • a fun, multicultural and challenging working environment;
  • the opportunity to learn, grow and develop.

The deadline for applications is the 14 February 2018. Interviews will take place in the week of 19-22 February 2018

To apply for this position, please send your CV and covering letter to mentioning Association Administrator  in the subject line.