The office manager is responsible for office management and supports the Chief Executive and staff with internal organisation matters, as well as supporting the volunteer Board and other committees, all around administrative duties.
ASTP is a member based non-profit association. ASTP strives to promote and professionalise knowledge transfer skills, capacities and activities between universities and research institutions on the one hand and the users of new innovations and scientific expertise on the other hand. With volunteer committees drawn from the membership, this is done by delivering conferences, seminars, training courses, customised services and site visits, as well as engaging the community with our newsletters and encouraging interactive use of our website. Traditionally offering face to face events across Europe, we also deliver digital events globally, to members and non-members. The association currently has more than 1100 individual members, from more than 50 countries (predominantly European members).
Headquarters is a small organisation with a professional team, working in a sociable environment. While our office is located in front of Leiden Central Station, we are also fully set-up to enable functioning from home (particularly as has been required due to the pandemic). We are looking for a new colleague for the following position:
About the vacancy
The office manager is responsible for office management and supports the Chief Executive and staff with internal organisation matters, as well as supporting the volunteer Board and other committees, all around administrative duties.
Main tasks include, among others:
1. Office management:
- Answering the HQ phone and specific email
- Maintaining diaries and making appointments
- Assisting the Chief Executive in daily office management
- Taking care of ordering all the office supplies
- Maintaining contact with related suppliers: IT support, landlord, facility suppliers, etc.
2. Organisational support:
- Assisting the Chief Executive in the preparation of meetings
- Assisting the Chief Executive on other (internal) organisational matters, including HR.
- Overall administrative support to ASTP Board, Committees and staff
- Preparation and organisation of the annual General Assembly meetings
- Supporting logistical organisation of board & committee meetings
- Making travel arrangements for the Chief Executive Manager and board members
- Assisting in updating the membership database /CRM
3. ICT Coordination
- Act as contact for the ICT supporting company
- Acting as project manager for specific ICT projects
- Support colleagues in first line ICT issues
What do we offer?
- A pleasant working environment in an enthusiastic team of colleagues
- An international community of colleagues and direct engagement with members from across the globe
- A position with a range of diverse activities
- Flexible working hours (hours to be scheduled in consultation); the position can be 0.8 or 1.0 FTE
- Good salary and participation in pension fund
Job requirements
- Experience in a similar job
- Good communication skills English both written and verbally
- Computer skills: Proficient user of Microsoft Office (Word, Excel, PowerPoint and
Publisher).
Competencies
- Open minded, enthusiastic and positive personality
- Customer focused and presentable
- Strong organisational and administrative skills
- Attention to details
- Ability to work under pressure
- Good time management skills: ability to plan, multi-task effectively and prioritise
work to meet deadlines - Able to work independently but also a strong team player
Interested? Please submit your motivation and CV by email before the 29th of February. Please send your CV and motivation letter to Laura MacDonald (laura.macdonald@astp4kt.eu).
Job Types: Full-time or Part-time possible. To be discussed.