Office Manager

About PGEU

The Pharmaceutical Group of the European Union (PGEU) is the European association representing community pharmacists. PGEU has 33 national delegations made up of 40 member associations. Through its Member Associations, PGEU represents more than 500,000 community pharmacists and 200.000 pharmacies in the European Region.

PGEU’s primary role is to promote the role of community pharmacists in the policy and regulatory framework at EU level, and to serve as a forum for the exchange of information and best practices among its members. Further information is available on PGEU website:

Position Summary

PGEU is seeking a highly organized and motivated Office Manager to join our team. The Office Manager reports to the Secretary General and is responsible for overseeing the smooth operation of our Brussels office, ensuring that administrative tasks are handled efficiently and effectively.

Key Responsibilities

· Support the Secretary General and the team in the organization of the organization day-to-day activities

· Manage office administration including finance, HR and technology support

· Coordinate logistics for meetings, conferences, and events (online and on-site)

· Support HR functions, such as payroll preparation and recruitment (with the support of an external ‘secretariat social’)

· Manage and update the website, extranet and event platform content

· Manage periodic bookkeeping tasks, including invoicing, payment and expense reports (with the support of an external accountant)

· Manage and update the periodic publications at the “Moniteur belge”

· Coordinate with external partners and service providers

· Act as liaison for building management and external vendors

· Maintain office supplies, subscriptions and facilities

· Handle correspondence, phone calls, and email inquiries

· Organize and maintain office files and records

· Arrange travel and accommodation for the team

· Facilitate internal communication and collaboration among team members

· Facilitate internal communication among the member associations and maintain the membership database

Qualifications

· Proven experiences as an office manager, administrative assistant, or similar role (preferably in an international / multi-cultural environment)

· Fluency in English and French, both oral and written, knowledge of other European languages is an asset

· Strong organizational, multitasking and time management skills

· Attention to detail and accuracy in work

· Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

· Basic understanding of bookkeeping and financial principles

· Ability to work independently and as part of a team

· Strong problem-solving skills

· Highly flexible, tactful, diplomatic and non-judgmental, able to relate to people in all situations

· Self-confidence, determination and proactive approach to tasks

What we offer

· A full-time contract under Belgian law

· Competitive salary and benefits package

· Flexible working hours with a focus on work-life balance

· A positive working atmosphere in an international and dynamic environment

· Opportunity to contribute to meaningful work in the healthcare sector

Please send your application via e-mail to [email protected] by 3 July 2024 at the latest. Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted.