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FilmEU Association VZW / Secondment Opportunity: Administrative Assistant)

Duration: March 1st, 2024, to February 28, 2026 (up to 20% whole-time equivalent)

Location: Home institution with necessary travel

Specific Skills and Qualifications Required:

Currently hold an administrative position within one of the members of the FilmEU association (IADT, UL, TLU, LUCA)

Purpose and Objectives of the Secondment:

The administrative assistant will assist the work of the Executive Director, the Board of Directors and President of the FilmEU Association VZW.

The primary tasks include:

Providing administrative and secretariate assistance to the FilmEU Association VZW

Reporting Structure During Secondment:

The Administrative Assistant will report to the Executive Director and the Board of Directors of the FilmEU Association.

Expectations:

During the secondment, the Administrative Assistant may be responsible for:

  • Communication Management: Handling calls, emails, and other forms of communication, both internal and external.
  • Scheduling and Calendar Management: Organising and maintaining the schedules of the FilmEU senior management bodies. This includes arranging meetings, appointments, and managing calendars.
  • Document and Record Keeping: Preparing, managing, and filing documents such as reports, letters, and minutes. This also includes maintaining databases and ensuring all records are up-to-date and accurately filed.
  • Community Management – administratively managing the FilmEU Collaborative Platform for researchers, teachers and students.
  • Meeting and Event Coordination: Assisting in the planning and execution of FilmEU events, such as conferences, seminars, and academic forums. This includes logistics like booking venues, arranging catering, and coordinating with participants.
  • Financial Administration: Assisting with budget preparation, managing expense reports, processing invoices, follow-up on legal vzw administration with the accountant office and handling other financial administrative tasks.
  • Procurement and Supply Management: Ordering and maintaining office supplies and equipment, managing inventory, and liaising with vendors.
  • Secretariate Support: Share documents and throughout the management levels of FilmEU
  • Website and Social Media Management: Updating and maintaining the FilmEU’s website web pages, and social media accounts.
  • Project Management Assistance: Supporting various administrative projects, which can include gathering data, preparing presentations, and coordinating with different departments or external entities.

What We Hope to Achieve:

Through this secondment, we aim to establish the association as a vital body supporting the ongoing work of the European University FilmEU.

Training and Professional Development Opportunities:

Training and professional development opportunities will be negotiated.

Expectations of the Secondee:

The secondee must have the support of their line manager and the HR department of their institution.

Application Process:

Interested employees are invited to apply by submitting the following documents:

  • A two-page supporting letter of intent outlining their skills, current position, and objectives for the role.
  • A supporting letter from their line manager and indicating support for a secondment of up to 20% full-time equivalent.

Instructions for Application:

Please submit your application to Sandra Rocha at Sandra.rocha@filmeu.eu.

Deadline for Applications:

The deadline for applications is 14th February 2024 1700CET