VACANCY: Office Manager & Project Assistant

The Royal Belgian Society of Rheumatology is looking for an
Office Manager & Project Assistant

Job description summary

Our dynamic society composed essentially of rheumatologists is looking for a part-time multilingual Office Manager & Project Assistant especially strong in Dutch and English with a good understanding of French.

The role involves:

  •  Administrative management for which you will be solely responsible:
    invoice management, payments and preparation of documents required for accounting purposes (support of the accountant), management of memberships, management of the office in Zaventem (supplies…).
  • Project and Event Support to our scientific society (KBVR-SRBR) and fund (FWRO-FRSR)
    • to build awareness with the outside world and within the scientific community
    • to collaborate on projects with patient organisations,, King Beaudoin foundations, pharmaceutical companies.
    • To co-organise our Belgian Scientific Congress that we organise every September in which you will also be very much involved.

Our Organisation

The Royal Belgian Society of Rheumatology (KBVR-SRBR) with its scientific fund, FWRO-FRSR, (part of the partnership) is a national scientific association (asbl-vzw). Its members are Belgian rheumatologists and people involved in treating patients with rheumatic diseases professionally, scientifically, and socially. We help our members to provide optimal care and improve the quality of life of people with rheumatic diseases.

Our main missions are:
education and awareness building of the general public and public authorities
fundraising to support Belgian scientific research in rheumatology, through the Fund for Scientific Rheumatology Research (FWRO-FRSR) managed by the King Baudouin Foundation
– consultation with our partners to integrate our efforts and achieve our objectives (patient associations, paramedical professions, pharmaceutical industry, political authorities, RIZIV-INAMI, King Baudouin Foundation,…).

Main Responsibilities

  • Administration and accounting (key contact person for accountants)
  • Managing emails, post and phone calls
  • Receiving visitors and managing meeting rooms
  • Invoicing, preparing accounting and banking documents, monitoring payments.
  • Maintaining and monitoring the association’s legal documents (statutes, membership files…)
  • Management of membership lists, subscriptions, and accreditations
  • Managing the insurance portfolio and liaising with insurers
  • Translations or review of translations (French or English into Dutch)
  • Preparation and follow-up of legal meetings of the association (board of directors, general meeting, Research Fund meetings, etc.)

Supporting Responsibilities

a) Support Organisation of events
– Support for the organisation and follow-up of the annual congresses organised by the KBVR and its partners
– Support for the organisation of various awareness-raising and other events organised under the direction of the Association Manager and partners, depending on the objectives of the year
– Participation in the quarterly evening meeting of the Board of Directors

b) Communication
Keeping the association’s website up to date, as well as its Facebook page, and any other communication channel that will be developed in the future
Assistance in realising various communication support services

c) Project coordination
– Organisation and follow-up of training courses
–  Other projects are determined according to the year’s objectives

You will report directly to the Association Manager

Desired Profile

– Bachelor’s degree or equivalent through experience in business administration, communication or similar
– Excellent command of Dutch (mother tongue or equivalent, written, and oral)
– Good knowledge of English
– Good understanding of French
–  Proficient with the Microsoft 365 solutions
– In possession of driver’s license

– Autonomy, self-discipline, and motivation
– Good communication skills are required to interact with different stakeholders (patients, rheumatologists…)
– Flexibility and ability to work independently, organise your own work effectively
– Good sense of organisation but with the flexibility to adapt easily to change

– A first successful professional experience in a similar position (for administrative and accounting aspects)
– Experience in the social, medical, or fundraising sector
– Knowledge of WordPress, Salesforce, CRM, Photoshop
– Knowledge in digital marketing channels especially social media and emailing

Our Offer

  • 28 hour per week permanent contract with competitive salary package based on market and your experience. The number of weekly hours can be increased during certain hectic periods.
  • Meal voucher
  • Home working allowance
  • Flexible working hours. Most of the time you can manage your hours as you wish with the exception of our evening meetings in Zaventem or online (average 1-2/month) and some weekend events (4/year)
  • Homeworking policy
  • The opportunity to develop in an environment where entrepreneurship and pro-activity are valued. You will be working for a socially meaningful project. Your position is not entirely fixed and, although initially mainly administrative, it may quickly evolve into more varied and extensive responsibilities, depending on your profile and skills. Your efficiency and effectiveness in administrative procedures will be key.

Send your CV to

vacancy Offic emanager and project assistant