Contract: Full-time

About the European Respiratory Society

The European Respiratory Society (ERS) is a leading international organisation bringing together healthcare professionals, scientists and other experts dedicated to improving respiratory health. Through science, education and advocacy, ERS works to advance respiratory medicine and promote better lung health across Europe and globally.

ERS is seeking an experienced, highly organised and proactive Administration Officer to support the effective day-to-day operation of its Brussels office.

The Position

The Administration Officer will handle a broad range of administrative activities, with particular focus on financial processing, general office support and basic HR support. Working closely with the Director of Advocacy and European Affairs, the Admin assistant and colleagues in ERS headquarters, the successful candidate will ensure processes are handled efficiently, accurately and on time.

Key Responsibilities

Office Administration and Coordination

• Support the smooth day-to-day administration of the Brussels office.
• Manage the Advocacy Director’s calendar and daily priorities.
• Coordinate travel, accommodation and itineraries for the Director and team
• Prepare meetings, agendas and briefing documents to support the Advocacy Director.
• Manage office supplies, equipment, service providers and office requirements.
• Organise meetings, travel arrangements and related logistics.
• Maintain administrative files, contracts and documentation.
• Handle correspondence, enquiries and follow-up.
• Provide administrative support to colleagues and coordinate with ERS headquarters.

Financial Administration

• Process supplier invoices, payments, purchase orders.
• Maintain accurate financial records and supporting documentation.
• Assist with expenditure tracking, budget monitoring and financial reporting.
• Liaise with the finance team and external service providers.
• Follow up on invoices, outstanding payments and accounting or audit documentation.

Human Resources Administration

• Support the Director of HR on employee records and personnel documentation.
• Coordinate relations with the Payroll and employment services company.
• Administer benefits, including meal vouchers and insurance.
• Support recruitment administration, onboarding and offboarding.
• Maintain confidential HR records and assist with Belgian employment administration.

Candidate Profile

Essential requirements

• At least 3–5 years of relevant administrative experience, ideally combining office administration, financial processing and HR support.
• Proven experience processing invoices, expenses and financial documentation.
• Practical experience in HR administration, preferably in Belgium.
• Excellent organisation, attention to detail and ability to work independently.
• Good proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Excellent written and spoken English; discretion with confidential information.
• French and/or Dutch

Desirable requirements

• Experience with a Belgian payroll provider or social secretariat.
• Knowledge of Belgian HR procedures and employee benefits.
• Experience in an international association, NGO or professional organisation.
• Familiarity with financial, accounting or HR administration software.

Personal Qualities

We are looking for a reliable, approachable, organised and proactive colleague who enjoys varied responsibilities, follows tasks through to completion and responds flexibly to changing priorities.

What We Offer

• A dynamic position in an international working environment.
• The opportunity to work for a leading European medical and scientific organisation.
• A collaborative and supportive team.
• A competitive salary and benefits package, commensurate with experience.
• Range: 3,000-3,400