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 fully managing administrative processes. Moving beyond basic support, the Administrative Assistant will work closely with the Executive Director, Administrative Manager, and other managers to ensure operational excellence and policy alignment across a global network of over 24,000 professionals.
Description of the role
The Administrative Assistant is responsible for contributing to the administrative backbone of the Association’s Secretariat, career support, external projects, and policy-related activities. Specific functions include:
- Governance and task tracking: Managing the lifecycle of the Secretariat and Steering Committee meetings. This includes scheduling meetings, drafting agendas, taking precise minutes, archiving records, and—most importantly—tracking and following up on action points to ensure team accountability.
- Executive support: Providing direct support to the Secretariat, including calendar management and the proactive tracking of action points with the Monday.com work management tool.
- Office management: Acting as the primary point of contact for the MCAA office in Brussels and managing local office requirements. On-site presence in Brussels for 3 days per week is required for the role.
- Project and policy coordination: Providing administrative support for Project Coordination Meetings and external projects.
- Career and sponsorship support: Managing administrative workflows for the MCAA Academy and MCAA Learning programmes, while assisting the Sponsorship and Partnership Officer with partnership and sponsorship tasks.
Requirements for the role
- Proven experience: Significant experience as an Administrative Assistant/Officer or Project Coordinator, with a demonstrated ability to manage complex processes independently.
- Technical proficiency: Advanced skills in Monday.com, Google Workspace, and Microsoft Office.
- Communication: Exceptional written and verbal English. The ability to draft professional minutes and to communicate with institutional stakeholders is essential.
- Discretion: Ability to handle sensitive policy, partnership, and personnel information with high levels of confidentiality.
- Location: Residence in or willingness to relocate to Belgium (the MCAA’s office is based in Brussels).
Will be considered as advantages:
What we offer
- Contract: Service contract as a freelancer starting in March 2026 through 30 September 2027 (extension possible based on performance).
- Compensation: Daily negotiable rate, depending on relevant experience.
- Workload: Approximately 215 days per 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 a global network of researchers who have benefited from or are benefiting from the Marie Skłodowska-Curie Actions (MSCA). The MCAA supports and contributes to advancing knowledge for a global, diverse, and informed society. Its primary focus is to support its members’ career development, offer networking opportunities, and contribute to shaping research and innovation policies in the EU. Currently, the MCAA has over 24,000 members from 150+ countries, at all career stages and from diverse research fields.
