They are seeking for candidates who are willing to perform administrative tasks, have good digital skills for online and hybrid meetings and who demonstrate good communication skills and a proactive approach to their work.
Introduction / Context
Digital Communication and Administrative Assistant
You would be performing communication activities and administrative tasks, such as:
* Enhancing Presentations: Edit and format presentations created by colleagues to ensure they are suitable for web dissemination, adapting to various styles and formats as needed.
* Newsletter Preparation: Prepare and send weekly newsletters on antimicrobial resistance topics, and propose topics to be included in the newsletter based on new reports, publications, events on AMR.
* Content Setup: Set up content on various collaborative platforms, catering to the dynamic requirements of users and stakeholders.
* Member Support: Provide flexible assistance to the platform's members regarding its functions and workflow, ensuring efficient adaptation to updates and changes.
* Facilitation of Collaboration: Facilitate cooperation among members with an adaptable approach, encouraging dynamic interactions.
* Event Organisation for the HTA (Health technology assessment) and AMR (Antimicrobial Resistance) Team: Actively participate in the organisation of (subgroup) events, adapting to varying roles and responsibilities to ensure successful execution.
* Contact Lists & Databases: Update and maintain representatives lists across various systems and databases, ensuring accuracy and consistency.
* Functional Mailboxes: Manage functional email inboxes, ensuring timely follow-up and coordination.
* Secretariat Support: Provide administrative support to the Secretariat, ensuring smooth day-to-day operations.
* Meeting Organisation: Assist with the scheduling, preparation and follow-up of meetings, including agendas, minutes and required materials. Uploading supporting documentation on the IT Platform, and in AGM (the European Commission's tool for organizing meetings).
Key responsibilities
* Creation of supporting documents.
* Support online community management.
* Creating, editing and uploading online content for the Commission IT platform and newsletters.
* Carry out monitoring of published new reports, publications or events in the field of antimicrobial resistance.
* Improve the readability and usability of content.
* Editing and proofreading new content.
* Performing editorial quality checks.
* Keeping content up to date.
* Manage user access and monitor online discussions.
* Provide user support.
* Liaise with consortium staff management, on-site staff and EU officials.
* Ensure effective and timely preparation of meetings of the sub-groups of the HTA Member States coordination group.
* Assist in the management of HTA IT Platform for subgroups
* Contribute to all relevant activities related to implementation of the Health Technology Assessment Regulation and support the overall coordination
* Contribute to all relevant activities related to the organisation of the in-person and virtual meetings of the AMR One Health Network, in particular managing AGM (the European Commission's tool for organising meetings).
Profile
* Good knowledge of the digital environment.
* Adaptability Across Projects and IT tools: Ability to work on diverse projects, shifting focus and priorities as needed.
* Experience in web content design and web editing.
* Excellent writing skills.
* Good knowledge of Microsoft Office Suite, particularly Outlook, Teams, Excel and Word.
* Knowledge of the Adobe Suite (Illustrator, InDesign, Photoshop).
* Very good oral and written communication skills in English; knowledge of additional languages is a plus.
* Strong aptitude for teamwork and the capacity to work autonomously.
* Excellent customer service skills.
* Ability to manage different tasks and to prioritise according to deadlines
* Meticulous attention to detail and accuracy.
* Ability to work in an international and multicultural environment.
* Proactive and solution oriented
Desirable
* Preferred academic background: communications, public relations, journalism or related studies.
* At least 3 years of professional experience in similar tasks.
* Interest in EU policy on food safety and health.
* Interest in learning about new IT tools