Job Opening for FEFAC Office Manager

Job Description: Office Manager, FEFAC aisbl

Position Overview:

We are seeking a highly organized and motivated individual to join our European trade association as a Full-Time Office Manager. As an integral part of our small team, you will provide essential administrative support to ensure the smooth operation of our Secretariat. This role offers a great opportunity to contribute to a vibrant and dynamic European trade organization with more than 60 years of experience in European affairs.


General Administrative Support:

Assist in managing day-to-day administrative tasks, such as handling correspondence, answering phone calls, and responding to emails via the general address and online website enquiries.

Manage the staff planning & travelling schedule.

Maintain and update association records and other relevant documents.

Coordinate logistics for association events, including venue bookings, travel & catering arrangements, and participant registrations.

Perform general clerical duties, such as data filing, and data entry, including direct Secretariat support for a European Associate member association.

Serve as the primary contact point with the external service for prevention & protection at work as well as with the office building co-ownership.

Communication and Member Services:

Serve as the primary contact point for association members, addressing inquiries and providing relevant information promptly and professionally.

Assist in drafting and reviewing association communications, such as Minutes, working documents, newsletters, press releases, etc.

Maintain and update the association’s website, ensuring accurate content, as a backup to our IT officer.

Relation with EU Institutions:

Serve as the primary contact point with the EU Institutions as regards

  • The setting of appointments
  • The registration of the association staff & experts in the various bodies in which the association is involved
  • The staff access to the European Parliament (renewal of badges)

Maintain administrative relationships with relevant Belgian, EU & international institutions (FAO)

Manage and update the EU Transparency Register as well as the association EU RASFF register.

Financial Management:

Responsible for the association contracts (leasings).


High school diploma or equivalent

  • You have a bachelor’s degree in executive secretarial work, translation or equivalent, additional certification or training in office administration or related areas is a plus.
  • A previous experience of at least 2 years in an administrative role, ideally in a “non-profit” international association environment is an asset.

Strong organizational and time management skills, with the ability to prioritise tasks and work independently.

Excellent oral and written English and French skills.

Proficiency in using office software and ability to quickly learn new tools and technologies. Attention to detail and accuracy in managing records and financial information.

Strong interpersonal skills and the ability to work collaboratively with association members, staff, and external stakeholders.

Working Hours and Compensation:

This is a full-time position with an estimated workload of 38 hours per week (can be flexible).

Next to a comprehensive salary package commensurate with the experience of the candidate, we offer:

  • Meal vouchers
  • Public transport costs
  • Hospital & group insurance (private pension scheme)
  • Possibility of home working     

To Apply:

Please submit your resume, along with a cover letter highlighting your relevant experience and explaining why you are interested in this position. Applications can be sent to The application deadline is the 17 of November 2023. We appreciate all applications (pending you have full right to work in Belgium), but only shortlisted candidates will be contacted for an interview.