Job vacancies

Vacancy Announcement for the post of an Executive Assistant

The Partnership of Advanced Computing in Europe (PRACE) seeks to recruit an Executive Assistant to join its office in Brussels.

PRACE is an international non-profit association with its seat in Brussels. The PRACE Research Infrastructure provides a persistent world-class high performance computing service for scientists and researchers from academia and industry in Europe.

1. Job Summary

Responsible to the Managing Director for assisting in this executive’s tasks: management of his/her secretariat, assisting the executive in running meetings of the organisation bodies, relay communication between the executive and the organisation staff or external contacts. He/she will work with the organisation team members and the organisation stakeholders, chiefly the PRACE Board of Directors, Council and Strategy Working Group.

2. Duties and Responsibilities Summary

  • Provide Executive’s secretariat management such as calendar and contact management (in particular to the members of the organisation bodies), travel arrangements, screening and incoming and outgoing correspondence and communications.
  • Ensure accurate correspondence and documents referencing
  • Support the executive in sorting pending tasks and identifying priorities
  • Schedule and organise the logistics for the meeting of the bodies of the organisation (chiefly Council, Board of Directors)
  • Coordination of these meetings documentation preparation, and support the executive in orderly running the meeting
  • Drafting accurate minutes and follow up of meeting
  • Coordinate information concerning human resources
  • Ensure the primary contact point to the executive
  • Contribute to the establishment and upkeep of good business relationships with the organisation

3. Key Skills & Experience Required Summary

  • Bachelor degree in executive assistant or similar
  • At least 5 years’ experience in a similar position. Experience in a non-profit international organisation is an
  • Outstanding knowledge of English both spoken and written. Fluent in French and Dutch.
  • Sharp in capturing major lines of discussions including for unknown
  • Proficient in advanced letter composition and executive-level
  • Responsible attitude, understanding confidentiality conditions, service and solution oriented.
  • Forward looking thinker, who actively seeks opportunities and suggests
  • Naturally ensure mutual understanding with contacts and relay information accurately
  • Advanced knowledge of Microsoft Word, standard knowledge of the other Microsoft Office Suite components (mainly Excel, PowerPoint)
  • Proficient in modern telecommunication systems (e-mail, phone, teleconference tools)
  • Exhibit a positive work attitude, high productivity and a collaborative approach with other employees across an international

4. How to Apply

Applicants should send their cover letter and resume by e-mail to  director@prace-ri.eu by Friday 25 January 2019 EOB.

For further details please find the job description here.