Secretary

UNIQUE; Sint-Joost-ten-Node; On-site; EUR 26,000 - 38,000; Full time

Job summary

UNIQUE is seeking a reliable Secretariat professional to provide administrative support and help keep our Brussels-area office running smoothly. You will handle general office tasks, liaise with suppliers, and assist with event logistics for high-profile meetings.

In this hands-on role you will coordinate building access, manage mail and invitations, oversee stock and maintenance, and ensure timely reporting after safety drills. A calm, organised mindset and attention to detail are essential.

Responsibilities

• Administrative support to General Secretary and staff
• Liaise with landlord, suppliers and contractors to keep the office welcoming and in good shape
• Assist events organisation for annual meetings, International Harmonisation Council and Summit rehearsal
• Organise, order and receive all office supplies; obtain price quotations with approval; file contracts
• Coordinate building tasks: access badges, liaise with building workers to minimize noise during busy days; evacuations & reporting

Job description

Become the backbone of a collaborative team and help drive seamless operations.

Secretariat in general, including

• bull; administrative support to General Secretary and other staff members
• bull; liaise with the office landlord, suppliers and contractors to keep the office welcoming and in good shape
• bull; support the events organisation, i.e. the practicalities (hotel, venue, catering, ...) for the yearly “National Association Meetings, “International Harmonisation Council” and a “Summit rehearsal”

Suppliers

• bull; Scouting if needed
• bull; Organizing, ordering & reception of all office supplies, drinks, etc
• bull; Contact with suppliers: e-mail correspondence, telephone requests
• bull; Price quotations, ordering with approval of General Secretary
• bull; Filing of contracts
• bull; Ordering & follow-up of maintenance/repair of material, machines
• bull; In contact with the cleaning service and plants’ service

Building

• bull; Access badges
• bull; Contact with representative of the building workers for the organization and timing of works (avoiding noise & disturbance for & visitors on our busy meeting days)
• bull; Responsible for evacuating & visitors in every case of alarm and during building escape exercises. Sending report to the building representative afterwards.
• bull; Organise maintenance of kitchen machines

Mail

• bull; Opening and distribution of mail
• bull; E-Mailing of invitations to Summits
• bull; Checking incoming mail, answering, forwarding
• bull; Clearing inbox of all possible junk, clear spam box

Insurances (except for insurances linked to staff)

• bull; Follow-up of insurances