Administrative Manager (Remote) (Closed)

Administrative Manager (Freelancer, Remote Position)

We are looking for a dedicated and proactive Administrative Manager (Remote position) to lead and strengthen the association’s day-to-day operations and administrative functions. This role plays a key role in ensuring organisational coherence and supporting the work of both the Board and MCAA’s Secretariat.

Job Description:

The Administrative Manager will work closely with the MCAA Board, Executive Committee, and Executive Director to ensure smooth coordination across teams, maintain efficient workflows, and support internal governance processes. This includes overseeing administrative processes, managing internal communications, supporting financial and HR-related matters, and coordinating the preparation and documentation for events and meetings, including the association’s Annual Conference and General Assembly.

 

Key responsibilities include (but are not limited to):

  • Operational Oversight: Coordinate and streamline day-to-day administrative functions to support the MCAA Board and Executive Director. Ensure compliance with internal procedures and timelines.
     
  • Governance & Meeting Support: Prepare and circulate meeting agendas, minutes, and follow-up actions for Board and Executive Committee meetings. Ensure appropriate documentation and archiving.
     
  • Team & Support Coordination: Provide guidance and coordinate the tasks of the Administrative Assistant, as well as supervise the association’s support inbox, ensuring timely, accurate, and professional responses to member inquiries.
     
  • Process Management: Improve and monitor internal workflows (including use of Monday.com and Google Workspace), support reporting, and help enforce timelines and quality standards.
     
  • Event and Project Coordination: Provide administrative support for key MCAA events (Annual Conference, General Assembly, etc.) and strategic initiatives, in close collaboration with the Community Manager and relevant stakeholders.
     
  • Communication and Liaison: Serve as a key liaison with external service providers, stakeholders, and MCAA leadership. Ensure smooth flow of information within the organisation.
     
  • Document & Data Management: Oversee the preparation, editing, and storage of key documents, including reports, presentations, and contracts. Offer support on data protection and management. 
  • Management of contracts: Support processing of personnel contracts, service providers and others.
     
  • General Support: Provide flexible support across areas such as budget planning, grant coordination, human resources procedures, and other ad hoc tasks.

 

What We Expect:

  • A university degree in administration, management, communications, political science, or a related field.
  • At least 3–5 years of proven experience in administrative coordination, office management, or a similar role—ideally within an international, nonprofit, or volunteer-led organisation.
  • Demonstrated experience in managing support functions, including overseeing team members or freelancers and handling shared inboxes or support platforms.
  • Strong organisational and project management skills, with the ability to manage multiple tasks and priorities simultaneously.
  • Basic understanding of different types of contracts
  • Excellent written and verbal communication skills.
  • Fluent English required
  • Proficiency in digital tools including G Suite (Google Workspace), Monday.com, and Microsoft Office Suite.
  • Attention to detail, discretion with sensitive information, and the ability to work independently.
  • Comfortable working in a remote, multicultural, and collaborative environment.
  • Availability during Western European working hours.

 

 

Preferred Qualifications:

  • Master's degree in Business Administration
  • Experience in working in large international networks, volunteer groups, or membership-based organisations.
  • Prior experience in leading work packages of Horizon Europe Coordinated Support Actions (CSA)
  • Knowledge and Training as a Data Protection Officer 
  • Demonstrated ability to lead the planning and execution of complex events, including logistics coordination, stakeholder communication, and post-event evaluation.
  • Familiarity with the European research and innovation landscape and/or working in a research-driven or academic nonprofit environment.
  • Proficiency in French (B1 or higher) to support communication with partners or public institutions when needed.
  • Willingness to travel occasionally, when required, to attend in-person meetings, events, or support key coordination activities.

 

What We Offer:

  • Contract Type and Duration: This position will be offered as a Horizon Europe Personal Cost A2 category service contract (freelancer) from July 1, 2025 until September 30, 2027. The duration can be extended based on performance. Applicants must have all necessary arrangements (e.g., tax registration, legal status) in their country of residence to provide services as a freelancer.
  • Compensation: Compensation based on relevant experience, with a daily gross rate ranging from 200 Euros (VAT and taxes included). A correction coefficient may apply based on geographical location.
  • Time Commitment: Requiring approximately 190 to 215 working days per year, with higher commitment during specific periods if applicable.
  • Work Arrangement: Flexible working hours, remote position.
  • Opportunities: Opportunity to be part of a growing international network, professional development opportunities.

 

About MCAA:

The Marie Curie Alumni Association (MCAA) is a global network of researchers who have benefited from or are benefiting from the Marie Sklodowska Curie Actions (MSCA). MCAA supports and contributes to the advancement of knowledge for a global, diverse, and informed society. MCAA enhances the flow of knowledge across different countries, sectors of the economy, and scientific disciplines. By encouraging networking, cooperation, and mutual understanding among MCAA members and external stakeholders, MCAA serves as a forum of debate between researchers and society. Since its establishment in 2014, MCAA has contributed to shaping future science policy in Europe, providing career development opportunities and supporting the wider research community. Currently, MCAA has over 22,000 members from 150+ countries, 37 geographical chapters, and 11 thematic working groups.

 

 

How to Apply:

Please follow these instructions to apply:

  1. Prepare your application by combining your Motivation Letter and CV into one PDF document.
  2. Rename the combined PDF file as follows: AdminManager_[YourFullName].pdf
  3. Complete the application form via this link: https://wkf.ms/4kBTsoj 

You will be asked to upload your PDF in the form. Only applications submitted via the above form will be considered. 

  1. Deadline for submissions: [June 26, 23:59 CET] (Applications may be evaluated on a rolling basis).
  2. Starting Date: As soon as possible, preferably by mid-July.
  3. The position will remain open until it is filled.

Given the usual high number of applicants, we cannot provide a status update of individual applications. Only shortlisted candidates will be contacted for an online interview.

If you have any technical queries, please contact: jobs@mariecuriealumni.eu. Applications submitted via email will NOT be accepted.