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The Academic Cooperation Association (ACA) is looking for a competent, experienced, highly motivated and flexible professional to support the development and implementation of ACA’s activities and contribute to the association’s project work, analysis and member development activities in the field of European and international cooperation in higher education.
The Office & Events Manager has a crucial one within the ACA Secretariat, ensuring the smooth day-to-day running of the office, supporting the other members of the team with the organisation of different activities and travel, as well as managing the logistical part of ACA’s events (typically taking place in Brussels, and occasionally abroad). Read the full job description here.
Apply before 10 April 2025 to Courtney Hartzell: secretariat@aca-secretariat.be.
Detailed job description and requirements
Office management tasks:
- Organising meetings onsite, online as well as in hybrid mode
- Dealing with day-to-day correspondence (emails, post and phone)
- Ordering stationery, IT equipment, and other supplies needed for the good functioning of the office
- Collecting and uploading the invoices of clients/suppliers to an online platform, for payment by ACA’s External Accountant
- Implementing and maintaining procedures/office administrative systems
- Ensuring that health and safety policies, as well as Labour Regulations are up to date
- Processing the monthly payroll of staff (Sdworx), registering new employment or collaboration contracts and supporting with related administration, as needed
- Managing the administrative procedures for publishing statutory meeting decisions in the Moniteur Belge
- Providing administrative support to the other members of the team (making group bookings, printing of documents/invoices, collecting invoices/reimbursement requests)
Events-related tasks:
- Organising the logistics of ACA’s events and conferences (venue search, gathering quotes, communication with suppliers), with support from the ACA Communications Officer
- Onsite coordination of all logistical matters the day of the event, with support from the ACA Communications Officer and the rest of the team
- Booking transport and hotel accommodation of speakers/moderators
- Managing reimbursement procedures for speakers/moderators
Background, qualifications and skills
- Knowledge of the Belgian social security system is a must, as is a minimum of 3 years of experience in Belgium with similar tasks in both the office and events management part of the job.
Envisioned start: May 2025
