Job Overview

Job Title: PA to the President and CEO
Location: Brussels
Reporting to: CEO
Starting date: October 2021
Status: Contrat à durée indéterminée (CDI)

Job Objective

The European Cancer Organisation (E.C.O.) is looking for a dynamic, positive and enthusiastic Personal Assistant (PA) to work on a full-time basis, based in Brussels. The role will also require regular collaboration with the Communications & Community, Operations and Policy & Advocacy Teams.

The working language is English.

The PA will work for the President and report to the Chief Executive Officer (CEO) of the European Cancer Organisation and working in the office in Brussels for a minimum of 3 days per week and remotely.

About the Organisation

The European Cancer Organisation is a not-for-profit federation of 36 Member Societies working in cancer at a European level, together with 20 European Patient Advisory Committee members through nine Focused Topic Networks. The Mission of the European Cancer Organisation is to reduce the burden of cancer, improve outcomes and the quality of care for cancer patients, through multidisciplinarity and multiprofessionalism. As the not-for-profit federation of member organisations working in cancer at a European level, the European Cancer Organisation convenes oncology professionals and patients to agree policy, advocate for positive change and be the united voice of the European cancer community.

Primary Responsibilities

Responsibilities include, but are not limited to:

• Support both the President and CEO as their full-time PA
• Coordinate and manage diaries to organise virtual and physical meetings, events and handle logistics
• Respond to email and telephone requests
• Take minutes at Board and Executive Committee meetings
• Draft emails following brief oral or written direction, with excellent attention to detail
• Prepare presentations and agendas for meetings
• Keep track of responses on Excel, i.e. tracking emails requests for information
• Create and work collaboratively with team on Microsoft SharePoint files
• Working closely with the Community and Communications Manager, organise logistics for General Assembly, Board and Executive Committee meetings
  • Draft and send out communication on upcoming meetings
  • Track replies on attendance to meetings
  • Coordinate logistical elements
  • Draft Agendas and Minutes of the meetings, collect supporting documents
  • Update the Forward Planning document of forthcoming meetings
  • Manage expense reports and receipts

General Skill Specifications

Previous experience as a PA or Executive Assistant is required. The candidate is expected to be computer and internet literate with proven experience in using Microsoft Office (Excel, Outlook, PowerPoint, Teams and Word). The candidate should be a flexible, collaborative and positive team member who accepts additional tasks and responsibilities as directed.

The role requires:

• Ability to multi-task and prioritise several items that all require varying degrees of urgency
• Aptitude to maintain calm under pressure and when confronted with unforeseen circumstances
• Being able to maintain a professional and friendly attitude, keeping the reputation of the European Cancer Organisation into consideration at all times
• University degree and a keen interest in event (physical/virtual) organisation, logistics and operations
• Strong organisational and communication skills – fluency in English, with effective and efficient writing skills. Fluency in Greek would be desiderable but not required (as our next President is based in Cyprus)
• Must be able to work independently, think critically, have excellent organisational skills and attention to detail
• Be a team player able to follow internal and external workflows with precise deadlines
• Proactively follow-up on pending tasks
• High level of discretion to maintain confidentiality of information
• Outgoing and professional attitude to be able to postpone the start of meetings when necessary

Profile and Experience

• In a fast-paced environment, the candidate needs to be readily available in case of urgent requests
• Flexibility and adaptability are essential
• Computer and internet proficiency with interest in developing IT-related skills are highly desired. Additional educational qualifications, experience in event organisation and IT savvy
• A “do-er”, who is not afraid to pick up the phone and proactively make things happen

The Role Offers the Successful Candidate

• Experience in the public health sector
• Opportunity to work closely with top level management
• Experience of varied angles and perspectives of the workings of a non-for-profit organisation
• Opportunity to be able to liaise directly with top-level stakeholders from the EU institutions
• Opportunity to contribute to the improvement of cancer policy throughout Europe, and ultimately, improve and save lives

Application

Interested applicants must have the right to work in the EU and be already physically based in Brussels with no other work or study commitments. Please send a CV and cover letter, together with salary expectations and earliest starting date (giving details of any required notice period) by email to giacomo.lazzaro@europeancancer.org with the subject “PA to President and CEO”.

Unfortunately, we can only respond individually to applicants that reach the first virtual interview stage.

Recruitment is intended to be completed by end-September.

Application deadline: 30 September 2021