Science Europe (www.scienceeurope.org) is an association of major public European Research Funding Organisations (RFO) and Research Performing Organisations (RPO) from 27 countries, based in Brussels.
It promotes the collective interests of the RFOs and RPOs of Europe, through advocacy and supports its Member Organisations in their efforts to foster European research by offering a platform for collaboration. It aims to contribute to the development of robust research policy in Europe and to support the European Research Area through engagement with key partners and stakeholders.
You will support with venue management – sourcing of venues, negotiation of contracts, invoicing and reconciliation of post-event invoices, ordering catering and material (AV, etc.);
You will assist with the co-ordination and compilation of invitees lists (in collaboration with other staff involved in each event), drafting and sending out of invitations, etc.
You will prepare event documentation including information packs, badges, signage, PowerPoint slides, hand-outs, directions, etc.
Where it is held in Brussels, you will provide help with the event on the day: registration desk, catering, liaison with other providers;
You will make practical arrangements for speakers or participants as needed: accommodation block booking, travel booking for attendees e.g. hotel bookings, flight bookings, taxi bookings etc.
You will provide on-site event assistance to participants and event organiser, where appropriate; and,
You will provide post-event support, such as managing payments.
You will support with taking minutes of meetings;
You will assist with proofreading and lay-outing papers, brochures and publications;
You will assist with planning and editing the monthly SE newsletter;
You will provide support with website content updates;
You will support with the filing and archiving of all publications materials produced by SE, including planning sheets, versions, etc.
You will support other staff as needed in terms of internal and external written outputs.
You are educated to at least degree level;
You have fluent written and spoken knowledge (native or near native level) of English the working language of the Office;
You have excellent written and oral communications skills;
You have excellent competence in proofreading in English;
You have knowledge/experience related to the organisation of meetings and other events (workshops, seminars or conferences);
You have strong organisation and administrative skills, and the ability to manage your time and to work to deadlines;
You have excellent attention to details and focus on quality;
You are team-oriented and able to work collaboratively with colleagues for a common goal;
You have a hands-on and ‘can do’ mentality; and,
You have excellent inter-personal skills, as well as the ability to establish and maintain effective working relations with people in a multi-cultural environment.
The following skills and experience would be beneficial:
Knowledge of French and/or Dutch;
Basic knowledge of HTML and experience of using content management systems is desirable but not essential;
Experience of the following software would be a bonus: InDesign, Photoshop;
Experience with policy and scientific texts; and,
Knowledge of other European language.