Administrative Assistant

The Marie Curie Alumni Association (MCAA) is seeking a highly organised and proactive Administrative Assistant to join the MCAA Secretariat.
This is a pivotal role designed for a professional capable of performing administrative duties. Moving beyond basic support, the Administrative Assistant will work closely with the Chair, ExCom, Board, Executive Director, Administrative Manager, and other members of the Secretariat to ensure operational excellence across a global network of over 24,000 professionals.

Board Admin Assistant: This Admin Assistant provides dedicated support to the Boardensuring their meetings and activities are well-organised and that all necessary documents and logistics are in place.

• Support to the Chair: Manages the email account of the Chair and supports task management and travel preparation
• Support to ExCom and Board Member: Manages the Board’s and ExCom’s email accounts and supports task management and travel preparation. Acts as the first point of contact for Board member inquiries, directing them to the appropriate person for a resolution.
• Decision Tracking: Responsible for reporting ExCom and Board decisions to the Secretariat and keeping track of the ExCom and Board decisions and activities.
• Board Meeting Coordination: Arranges all logistics for Board meetings and travel for relevant board members, from scheduling and sending invitations to setting the agenda, booking venues, arranging accommodation, and taking minutes.
• Meeting Support: Preparation of the agenda of formal and informal meetings that may involve the Chair, ExCom or Board, and note-taking responsibility 
• Support Inbox & Member Services: Handles the support inbox, answering general inquiries from members, processing new member applications, and managing account activations
• Board-Secretariat Communication: Supports the two-way flow of communications and requests between the Board and the Secretariat by ensuring all items are addressed.

Role Distinction Note: The Board Admin Assistant provides operational, executive, and administrative support (organising, documenting, communicating, and following up on activities) without Board voting authority or governance accountability. Formal governance oversight of Board integrity, official records, and legal processes remains under the remit of the elected MCAA Board Secretary.

What We Expect:

• An undergraduate qualification
• Proven experience as an Administrative Assistant or in a similar role.
• Excellent organisational and time management skills.
• Proficiency in G Suite, Monday.com, and Microsoft Office Suite.
• Strong written and verbal communication skills.
• Ability to handle sensitive and confidential information with discretion.
• Attention to detail, accuracy, and efficiency.
• Ability to multitask and prioritise tasks effectively.
• B2 level in English
• Readiness to join an international, virtual team.
• Availability during Western European working hours.

Preferred Qualifications:

• 2+ years of experience in a similar role 
• Residing in Belgium or willing to relocate, if needed
• B1 level in French

• Contract: Service contract as a natural person under direct contract (freelancer-type) starting in October 2026 through 30 September 2027 (extension possible based on performance and budget).
• Compensation: Daily rate 160 to 180 Euro, inclusive of Taxes and VAT, depending on relevant experience
• Workload: Approximately 215 days per calendar year with flexible working hours. 
• Environment: A key role within a growing, high-impact international network of research professionals.

The Marie Curie Alumni Association (MCAA) is seeking a highly organised and proactive Administrative Assistant to join the MCAA Secretariat.
This is a pivotal role designed for a professional capable of performing administrative duties. Moving beyond basic support, the Administrative Assistant will work closely with the Chair, ExCom, Board, Executive Director, Administrative Manager, and other members of the Secretariat to ensure operational excellence across a global network of over 24,000 professionals.