The European Hematology Association (EHA)

About us

Office Manager

Hematologic diseases afflict millions of Europeans each year. The European Hematology Association (EHA), located in the heart of The Hague (the Netherlands), is a non-profit professional association serving clinicians and researchers with an active interest in hematology in Europe and beyond. Our mission is to promote excellence in patient care through education, research, and advocacy.

Hematology is constantly changing and evolving. We help our members stay up to date by delivering a structured educational program, created by hematologists for hematologists. We offer a range of career development programs to help clinicians and researchers grow professionally and personally. We also advocate for hematologists and hematology at local and international levels.

Do you enjoy working independently? Are efficiency and improving operational processes 'second nature' to you? We are looking for an energetic, flexible, and independent Office Manager (32–40 hours per week).

About the role

The Office Manager will be responsible for overseeing the daily operations of the office and coordinating activities, such as mail, courier, security, cleaning, and maintenance.

The role-holder will:

  • Act as a liaison between the office and external partners
  • Oversee the general email boxes, answer direct phone calls, and handle other inquiries

The role-holder will also support the Board and Managing Director of EHA with all sorts of administrative matters, to ensure that:

  • Scheduled meetings are executed in a successful way
  • Items for action are followed up in a timely manner

The successful candidate will be part of the Operations team and will report to the Head of Operations.

At EHA, we act in accordance with our values:

  • Transparency
  • Trust
  • Innovation
  • Collaboration

Only candidates who live in the Netherlands will be considered. If you are a non-EU/EEA national, a valid work permit is required.

Your responsibilities

  • Preparing and distributing the agenda for Board and management meetings.
  • Setting-up recurrent and ad hoc video calls and face-to-face meetings.
  • Coordinating input from all key stakeholders.
  • Coordinating facilities for scheduled events with other internal stakeholders (e.g. Travel Manager, Strategy Manager, Board Secretary).
  • Helping to prepare presentations, executive summaries, and miscellaneous documents.
  • Overseeing and supporting all administrative duties in the office.
  • Performing administrative tasks as required.
  • Typing, formatting, and editing reports, documents, and presentations.
  • Supporting the preparation of presentations for the Managing Director.
  • Ensuring the Managing Director is prepared for scheduled meetings.
  • Keeping a record of data and minutes of meetings.
  • Preparing agendas when requested.
  • Taking meeting notes during discussions.
  • Maintaining office supplies.
  • Maintaining relationships with vendors and suppliers.
  • Handling incoming calls and welcoming visitors.
  • Implementing and maintaining office procedures to ensure operational efficiency.
  • Addressing and resolving any issues that arise within the office environment.
  • Organizing office events, in-house meetings, celebrations, and other activities.
  • Ensuring that the office complies with relevant regulations and policies.
  • Maintaining a safe and secure working environment.

Your profile

  • MBO diploma, or broad, demonstrable, relevant experience in office management.
  • Over two years’ experience in a similar role in an international environment.
  • Excellent written and verbal communication skills.
  • Strong organizational and planning skills.
  • Excellent time management skills and the ability to multitask and prioritize work.
  • Excellent knowledge of MS Office.
  • Pro-active and organized person.
  • Proficient in English (in writing and orally). Dutch is an advantage.
  • Excellent interpersonal skills and service oriented.
  • Attention to detail and problem-solving skills.
  • Ability to handle sensitive information with discretion and professionalism.

What we offer

  • An international environment: 15+ nationalities in our office, culturally diverse external stakeholders.
  • A dynamic environment due to the nature of the association.
  • High degree of autonomy, flexibility, wellbeing, and responsibility.
  • Secondary employment conditions are attractive and include 30 vacation days (full-time), a collective premium-free pension plan, an 8% holiday allowance, a commuting allowance, and the possibility to follow courses that contribute to your personal development.
  • The salary range is between €2,950 and €4,200 gross per month, based on full-time employment.

How to apply

If you are interested in this role, please send your motivation letter and CV to recruitment@ehaweb.org no later than November 10, 2024.

For further information, please contact Bernadette Karsdorp, People Manager a.i., at humanresources@ehaweb.org.