We are hiring

Administrative Officer (Freelance Consultant)

• Reports to: Secretary General
• Contract: Freelance Consultancy Agreement
• Time commitment: Approximately 16 hours per week (average)
• Indicative annual consultancy fee: Approximately €20,000, depending on experience and the agreed scope of services
• Location: Remote/Hybrid. Preference will be given to candidates based in or near Brussels who are available to work from the AOECS office approximately one day per week.

The Role

The Administrative Officer provides professional administrative support to the Secretary General and the AOECS Secretariat, helping to ensure the efficient day-to-day operation of the Association.

This role is ideal for someone who enjoys organising information, improving administrative processes and ensuring that deadlines are met. While many responsibilities are routine in nature, the position requires initiative, accuracy and the ability to work independently within a small international organisation.

The successful candidate will play an important role in supporting good governance, maintaining effective administrative systems and enabling the Board of Directors, Working Groups and Secretariat to operate efficiently.

 

Key Responsibilities

Secretariat Administration

• Manage the Secretariat's administrative correspondence and records.
• Maintain organised electronic filing systems and organisational documentation.
• Coordinate travel arrangements and general administrative logistics.
• Ensure organisational records, registrations and key administrative information remain accurate and up to date.

Governance Support

• Coordinate meetings of the Board of Directors, General Assembly and other governance bodies.
• Prepare agendas, meeting documentation and supporting papers.
• Draft, circulate and maintain minutes and action lists.
• Maintain governance records and support compliance with the Articles of Association and internal procedures.

Membership Administration

• Maintain accurate records of member organisations and key contacts.
• Support the administration of membership applications and annual membership renewals.
• Coordinate membership communications and respond to routine enquiries from member organisations.
• Assist with maintaining membership databases and related documentation.

Financial Administration

Working closely with the Secretary General and the external accountant:

• Prepare supplier payments.
• Process expense claims.
• Prepare membership invoices.
• Monitor outstanding payments.
• Maintain organised financial records and supporting documentation.

Secretariat Support

• Provide administrative support to the Secretary General.
• Support the administrative work of Board portfolios, Working Groups and Task Forces, as required.
• Assist with the organisation of events, webinars and meetings.
• Undertake other administrative duties appropriate to the role.

Candidate Profile

We are looking for a highly organised and dependable professional who enjoys supporting others and ensuring that administrative processes run efficiently.

The successful candidate will be:

• exceptionally organised and methodical;
• proactive, with the ability to anticipate needs and solve problems;
• detail-oriented, producing accurate and high-quality work;
• able to manage multiple priorities and meet deadlines;
  comfortable working independently while collaborating effectively with a small international team;
• professional, discreet and trustworthy when handling confidential information;
• committed to providing excellent administrative support and member service.

Essential Requirements

• Previous experience in an administrative, office management or executive support role.
• Excellent organisational and time management skills.
• Excellent written and spoken English.
• Strong proficiency in Microsoft Office 365.
• Experience organising meetings and preparing meeting documentation.
• Experience taking accurate meeting minutes.
• Good financial administration skills, including invoice and payment processing.
• Ability to work independently and manage competing priorities.
• Eligibility to work as a freelance consultant.

Desirable

• Experience working with an international association, non-profit organisation or membership organisation.
• Experience supporting Boards or governance bodies.
• Familiarity with CRM or membership management systems.
• Basic website content management experience.
• Knowledge of French and/or German.
• Experience working in an international or multicultural environment.

What We Offer

• A flexible freelance consultancy role (approximately 16 hours per week).
• A collaborative and supportive international working environment.
• The opportunity to contribute to improving the lives of people affected by coeliac disease across Europe and beyond.
• Close collaboration with an engaged Board of Directors and a dedicated Secretariat team.
• The opportunity to grow professionally as AOECS continues to develop and expand its activities.

About AOECS

The Association of European Coeliac Societies (AOECS) is the leading international network of national coeliac societies. Founded in 1988, AOECS brings together more than 40 member organisations across Europe and beyond to improve the lives of people affected by coeliac disease and dermatitis herpetiformis.

Working closely with its members and international partners, AOECS promotes high standards in gluten-free food certification, supports research and education, advocates for people living with coeliac disease, and strengthens collaboration between national coeliac societies.