Digital Communication and Administrative assistant

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