Executive Assistant

at  UITP

UITP (International Association of Public Transport) is a passionate champion of sustainable urban mobility and is the only worldwide network to bring together all public transport stakeholders and all sustainable transport modes. Membership and Global Operation (MGO) team is responsible for membership and regional development within UITP. The Membership team is based in the headquarters in Brussels and the Global team is based in 13 regional offices around the world.
The primary role is to provide administrative and office support to the Senior. Director, Membership and Global Operations in all functions related to efficient operations of the department.

1) Key contact for Senior Director (MGO) for all administrative and logistics tasks and responsible for:

• Manage agenda for all activities related to MGO department (events, trainings, meetings etc.)
• Update the Department Intranet page and MGO Teams channel
• Update Global timesheet according to internal rules
• Provide update of MGO Organisational Chart to with the persons in charge in People Management department

2) Coordinate the preparation of the regional offices’ project submissions (MyIdea), projects and operational budgets related to them, together with the project managers and in close collaboration with the Senior Director (MGO). This involves, for instance, setting regular catch-up meetings to ensure communication, updates on the progress of projects and initiatives with key regional offices. Support regional offices as Project Management Reference for the Department.

• Ensure successful coordination with UITP’s internal Projects Board for the presentation of the projects by the PMs and for the implication of MGO in other projects -

• Project Management support for some selected projects led by MGO

3) Act as the main point of contact for any administrative and logistic issue related to the MGO Department.
4) Support the regional offices as needed including preparation for some regional Newsletters, logistics and event management (webpage, registrations, invoicing, support for sponsorship, invitation letter, support in speakers management, preparation of supporting documents (Run of Show, etc. this implies to collect documents and regular updates in coordination with the Communication department to promote the event, post-event communication, project/budget closure)

5) Support UITP’s Communications & Marketing (MarCom)activities as it relates to global operations, for example:

• Support launch of any new regional digital channels approved by MarCom
• Support MGO by providing content for regional webpages and Mailchimp campaigns, and creating Efficy registration pages for some regional events/trainings
• Send out invitation emails for some regional events, webinars at trainings

• MGO Contact point for MarCom to ensure smooth coordination between departments:

  Actively participate in weekly Editorial Team meetings to ensure planning and timely dissemination of MGO activities on UITP’s MarCom Channels, including website and social media
  Attend monthly Internal Communication Meeting to ensure MGO’s visibility in the association and to keep MGO updated on activities within the organisation
  Schedule regular meetings between the Senior Directors for MGO and Communication and Marketing Department to align on future MarCom actions

6) Department finance and administration

• Update dashboards with expenses, file purchase orders and invoices
• Organise department meetings (calendar and agenda) and regular meetings with other departments
• Prepare and disseminate minutes
• Manage actively the calendars (MGO holidays calendar, K&I calendar, Senior Director’s calendar)
• Follow and approve invoice workflow

7) Organisation MGO’s participation in the annual staff retreat (hotel and flight bookings, budget tracking and then reporting to SGO, PO, visa letters)

8) Follow-up and support the update of UITP database and online platforms (Efficy, MyLibrary, …) with reference to the Dept activities.

• Support new colleagues on digital tools including Efficy, PMP and other when relevant

9) Induction meetings with newcomers to present MGO department
At least 2- 3 years experience in a similar position, preferably in an international context
Excellent level of English both written and spoken- other languages are an asset
IT literate
Excellent communication and organisational skills - ability to prioritise and work to deadlines
Integrity, discretion and reliability
Dedicated and happy to support a dynamic tea