Careers
Work for Nuclear Medicine Europe
Operations Administrator (F/M/X)
Nuclear Medicine Europe is looking for a highly motivated Operations Administrator for its headquarters in Brussels.
Nuclear Medicine Europe is a European industry association that groups the majority of industries in nuclear medicine. It is the only association grouping companies involved in using radioactivity for medical applications. It is a fast-growing highly innovative medical field regrouping the most important companies worldwide, focusing on Europe.
• Trial period : 6 months
• Starting date : to be defined with the right candidate
• Remote working : hybrid (adaptable)
• Office location : Avenue Louise, 65 – 1050 Brussels
Aim of the position
The Nuclear Medicine Europe Administrator is the key person in terms of trust and responsibility for the association and its future success. The Administrator :
- Reports to the Executive Committee (the ExCo)
- Is the central person for the ExCo and its election cycle of 3 years
- Has to bridge the changing ExCo and assure the smooth transition from one ExCo to the next. Taking into account that the profile of the ExCo members can vary substantially from one period to the other
- Has to provide continuity in terms of communication and service to the members, despite changing superiors in the ExCo.
- Drives the execution/implementation of the ExCo decisions and assures its observation.
Duties towards the Executive Committee
- Preparation of the agenda of the ExCO meetings and reportings
- Preparation of the annual activity report
- Support
• In the preparation of the 3-year management plan
• Of the ExCo members in their regular duties as representatives of the Association to international institutions, like the European observatory, EU institutions and other EU projects, EANM and SNMMI
• Providing presentations and documentation
• Organizing events of different sizes at congresses or at the EU parliament
• The ExCo members in their duties as supervisors of the WG leaders - Prepare together with the ExCo the elections of the following ExCO
- Liaise with the Legal representative on all aspects of the life of the association.
Duties towards the Members and future Members
The Administrator:
- Liaises with all members and responds to their requests.
- Keeps the administration of the members à jour, regarding the membership fees and the due payments.
- Undertakes a yearly survey to collect the necessary information for setting the membership fees.
The administration of the participation in Working groups of the members is part of the duties of the Administrator. Administrative tasks for the WG chairs are provided by the Administrator, like organisation of meetings and smaller events, preparing meetings and providing reports when requested.
New Members
The Administrator follows up with companies requesting to be new members of the association and undertakes all necessary steps to evaluate the candidate for eligibility and legal status, if necessary, with the legal advisor.
The welcoming process is under the responsibility of the Administrator.
Duties towards the members of the different working groups
Organize meetings of the working group either by video or in person. Continuous contact with the leaders of the working groups to follow the execution of the tasks agreed upon during the WG meetings. Circulate reports and papers for discussion. Follow up on members’ replies and send reminders when applicable.
Regular administrative tasks
Assuring and maintaining all related correspondence via telephone and mail towards all Nuclear Medicine Europe contacts. The Administrator is responsible for the archiving of the relevant documents of the association to ensure the existing archiving system for this, he/ she liaises with the Chairs of the Working Groups. The duties of the Administrator are to create background files and compile reference material as appropriate. Accesses and retrieves information from relevant databases and updates as required. Drafting correspondence and documents based on written/verbal notes from the ExCo and the members of the association. Composes and finalizes correspondence of an administrative nature. Provides rough translations or synopsis of incoming mail. Writing reports and other documentation for the ExCo and the members
Antitrust restrictions (art. 101 – 102 of the Treaty)
The Administrator is aware of the antitrust restrictions and is recalling it to the members when needed. Liaison with the Senior Communications Advisor: the Administrator is in daily collaboration with the Senior Communications Advisor for overall communication with respect to the image and communication of the association.
Finances: liaise with the person in charge of the finance and payments (Accountant, Auditor)
Required qualifications
Essential: a seasoned person with proven experience in the secretarial/administrative field with strong international exposure in a similar structure.
Understanding the functioning of the EU institutions.
Strong service and customer-oriented approach.
Basic knowledge of Belgian administration i.e. social security.
Training: University degree level or equivalent by experience
Skills: Proficiency in the use of standard modern office tools (Office 365, Teams). Comfortable with everyday digital tools (WeTransfer, PDFs, cloud storage, file formats, etc.) and ensuring compliance with visual and branding guidelines. Basic knowledge of CMS tools (WordPress) is a plus.
Proficiency in written and verbal professional communication in English, French, and any other language is an asset.
Well-organized and structured working habit, able to transmit it also to others, e.g. members.
Ability to work in a fast-paced, complex technical international environment.
Fast learning and adaptation capacity.
Competencies: Self-motivated and result-oriented personality.
Trustworthy and loyal.
Convinced team worker but also able to work alone.
Aptitude for intercultural communication and negotiation.