We are a consulting company seeking a General Secretary Assistant for a European association.
Responsibilities:
* Manage member information: send invitations, minutes, circulars, newsletters, etc.
* Coordinate appointments: meetings, conference calls, travel arrangements.
* Maintain updated contacts of member companies and follow up with national member associations.
* Arrange travel logistics: flight/train tickets, visa procurement, foreign currencies, hotel bookings (for trips to China or the USA).
* Handle inquiries for WG meetings and the Annual Conference regarding meeting rooms and hotel room allocations.
* Negotiate and sign contracts with hotels, including details such as participant numbers, catering, technical equipment, and payment modalities.
* Prepare invitation information for members, including room rates and directions.
* Coordinate personalized booking requests from members.
* Manage association invoices and participation fees, verify receipts, and process payments.
* Record all financial transactions systematically.
* Prepare quarterly financial statements and forward receipts to Deloitte for VAT calculations.
* Generate internal reports and statistics for meetings and budget monitoring.
* Monitor GMP training courses, handle invoicing and reminders.
* Update the list of certified companies on the website monthly.
* Maintain and organize the list of approved auditors/trainers and oversee their 3-year renewal process.
Prerequisites:
* Bachelor's degree in Economics or International Relations.
* Excellent command of English; knowledge of a second European language is a plus.
* Willingness to travel worldwide.
* Strong communication skills.
* Dynamism, proactivity, organizational skills, accuracy, and punctuality.
Working Conditions:
Location: Milano zona San Siro
Hours: Full Time
Contract: Full-time, Permanent
Benefits:
* Meal vouchers
Working Hours:
Monday to Friday
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