We are hiring: Personal Assistant to Executive Committee

01-07-2024

About The Synergist

The Synergist is a social venture that addresses a growing need to collectively face societal issues by addressing broken or inefficient systems and accelerating societal (co-)impact. 

With globalization, the digital age, and increased mobility, we now have collectively more knowledge, capability, and capacity to solve the world’s most challenging social issues than ever before. But complex issues can’t be solved in isolation. The sheer number, variety, and interests of stakeholders on any given issue make it difficult to focus everyone’s expertise and resources on a shared goal. 

The Synergist is an independent, neutral backbone and incubator for societal issues. It brings together the right people, organizations, and institutions to focus on solving societal issues both personally and with technology tools. We foster an organized and collaborative environment that enables collective impact by co-defining a shared vision, goals and strategies with members; bringing on board relevant partners; establishing and maintaining a transparent and balanced governance structure; coordinating and driving activities and bringing to life concrete projects and solutions that have been shaped with and complemented by members.

The Synergist is a globally focused organisation based in Brussels, Belgium.

2021 annual report: http://www.thesynergist.org/annual-report-2021

The origin story of the Synergist by Nicholas Brooke

Co-creation and collective intelligence in practice (Patient Engagement Open Forum)

Your role

In your role as personal assistant (PA) to the 4 senior leaders of the organization, you will provide a variety of day-to-day support to maximize the efficiency of The Synergist’s leadership team. The role requires very good understanding of administrative, organizational and logistic tasks executed with a concern for quality, deadlines, accuracy and cost awareness.
This is a full-time role with the flexibility to discuss the degree of hybrid working. 

Interested? Please send your CV and Cover Letter in English to matt@thesynergist.org

Responsibilities

To manage agenda, correspondence and requests for information

  • Organizes and keeps track of agendas/appointments in view of efficient time management and well-balanced workload;
  • Answers questions within allocated responsibilities, provides required information or refers to the person(s) concerned; deals with confidential matters
  • Monitors, screens, responds to and distributes incoming communications (physical & digital); assesses priorities; follows upon them in accordance to urgency; takes messages;
  • Handles incoming and outgoing (signed) post and follows up with respective departments

To carry out practical organization of meetings, events and business trips

  • Ensures convening of meetings (internal/external);
  • Prepares agendas and required information, documents and files;
  • Ensures logistics (meeting rooms, catering) and phone/video conferences;
  • Organizes and manages travel arrangements for Executive Committee members taking into account time differences and optimum time-spending; prepares programmes;
  • Helps in coordinating the preparation of presentations 

To process all kinds of data and documents in accordance with given guidelines: 

  • Develops, maintains and updates databases, records, files, documents; 
  • Ensures data entering; checks and follows up files (e.g. expenses notes, invoices, payments, contact lists, in/out document track system, distribution lists, contracts, budget overview, planning overviews); 
  • Searches, centralises, compiles, tracks, controls information and data (internal/external; intranet/internet); loads documents on sites;
  • Drafts and formats memos and business presentations in accordance with given guidelines, texts or notes and with respect of The Synergist-house style; 
  • Drafts internal procedures to formalize and streamline internal processes
  • Develops and maintains CRM, Synergist own software (Synapse), filing and archiving systems; classifies files, catalogues and indexes documentation; scanning, copying, archiving.

To resolve varying practical problems e.g. unexpected deadlines, unforeseen circumstances, canceling or rescheduling agenda, last-minute requests, complaints etc. 

To liaise and maintain contacts in different time zones with The Synergist personnel (legal, accountancy, HR, medical, agencies, affiliates etc.), and external parties worldwide. 

To report to the manager on the status and progress of activities and when problems occur. 

To ensure assistance and back-up for colleagues. 

Run office services (coffee machine, printer, stationery, archiving etc) 

The successful candidate will be expected to:

  • Have an educational background equivalent to a Bachelor degree with 3-5 years of working experience in secretarial/administrative duties.
  • Have a keen interest in shared value initiatives
  • Have an excellent command of written and spoken English (French is considered a big plus) and excellent communication skills
  • Have prior working experience in a quickly changing business environment and be comfortable with working directly with senior level employees (stakeholder engagement, partnership management, client service)
  • Have maturity in handling confidential information discreetly (internally and externally)
  • Have advanced technical skills (advanced user of Google Suite, CRM tools, MS Suite, etc.) and be able to learn and adopt new technologies fast
  • Have a solutions-oriented, proactive and innovative approach with a hands-on attitude
  • Have complete attention to detail, methodological and thorough, be not afraid of repetitive work, very well organized, and at ease with balancing many conflicting priorities at once
  • Be curious and open-minded, open to new ideas, concepts, and people

Preferred:

  • An EU work permit
  • Experience working in the healthcare or environmental sector
  • Professional or personal experience in social entrepreneurship or corporate social responsibility
  • Experience in EU and other funding systems for societal projects
  • Fluency in one or more foreign languages is a plus

What's In It for You:

  • A full-time job with a degree of flexibility to work from home
  • The opportunity to work with global profit and not-for-profit players to address societal needs (like patient engagement, precision medicine, women's health, rare diseases etc.);
  • The opportunity to join a dedicated, dynamic, diverse, and fun team that works to develop innovative and efficient programs aimed at solving challenges that others ignore or have been unable to resolve;.
  • The successful candidate who wishes to grow at The Synergist will have the opportunity to advance and grow with the organization. 

Interested? Please send your CV and Cover Letter in English to matt@thesynergist.org

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