As soon as possible
External part-time contract
7.6 hours weekly
€1,000 monthly (incl. VAT)
Remote (European-based required!)

The Administrative Officer will play a vital role in supporting the smooth and effective operation of our organisation by managing essential administrative tasks and maintaining organised, up-to-date records. This position involves regular communication with the Board of Directors and ensuring that member services, event registrations, and correspondence are efficiently handled. The role requires strong organisational skills and attention to detail, as well as the flexibility to work occasional variable hours, including weekend or evening availability as needed.

This part-time role requires the officer to work independently and manage multiple tasks to support the operational needs of our members and the wider organisation.

The Administrative Officer is responsible for supporting the organisation’s daily operations by managing correspondence, memberships, databases, and assisting with event logistics. They will liaise with board members, update membership records, and ensure timely responses to member inquiries. The officer will also manage the documentation and organisation of association records, event registrations, and other important administrative tasks.

To excel in this role, the Administrative Officer should be proactive, organised, and committed to maintaining high standards of accuracy. They will contribute to member satisfaction and operational efficiency, supporting the association’s mission through diligent management of administrative functions.

• Maintain Member Records: Update and manage member databases, mailing lists, and registration information for events and training.
• Handle Communications: Monitor and respond to incoming emails and inquiries, forwarding or escalating issues to relevant parties as needed.
• Event Support: Assist with the administrative aspects of event and training organisation, including tracking registrations, drafting communications, and providing logistical support.
• Document Management: Organise, archive, and maintain records, ensuring all contracts, agreements, and documents are filed appropriately.
• Timeline Management: Track deadlines for membership renewals, payments, and administrative actions, ensuring tasks are completed on schedule.
• Board Liaison: Provide regular updates to the Board of Directors and support their administrative needs.
• Administrative Documentation: Draft surveys, contracts, and other necessary documentation to support association operations and goals.
• Data Management: Ensure that all data entry is accurate, up-to-date, and in compliance with GDPR.

• Strong organisational and time management skills.
• Effective communication skills, with the ability to handle correspondence professionally.
• Experience managing databases, membership lists, or similar records.
• Familiarity with administrative processes within associations or non-profit organisations is an asset.
• Proficiency in English (B2/C1 level) and good working knowledge of IS is preferable.
• At least 2 years of experience in an administrative or operations support role.

• Bachelor’s degree in administration, business management, or a related field is preferred.
• Proven experience in a similar administrative role.
• Excellent computer skills, including familiarity with spreadsheets, databases, and document management systems.
• Knowledge of GDPR compliance requirements and data handling best practices.
• Attention to detail and commitment to maintaining high standards in all administrative tasks.

The post-holder will be expected to abide by GDPR Confidentiality Policy at all times. Compliance with Belgian law and regulations related to the association’s operations is required. Efsli is committed to safeguarding and promoting the welfare and inclusion of all its members and expects all staff to share this commitment.

Please send your application and CV in English to the Manager, Charlotte Berthier, at funding@efsli.org.
You will be informed if you are selected for an interview.

Deadline: Sunday 5 January 2025

Interviews will take place between 6 and 15 January 2025.