Executive Secretary

IFLA Europe - International Federation of Landscape Architects

Executive Secretary

IFLA Europe - International Federation of Landscape Architects

Remote, Belgium

ABOUT US

IFLA Europe - the European Region of International Federation of Landscape Architects A Europe is a not‐for‐profit organisation that represents, supports, and promotes stand‐alone profession of landscape architecture across Europe recognising excellence in educational courses and promoting best practice operations in all member countries.

Formerly established in 1989 as EFLA - the European Foundation for Landscape Architecture, IFLA EUROPE is the largest of the five regions that currently comprise the International Federation of Landscape Architects (IFLA), a global organisation founded in 1946 and recognised by UNESCO as the official body representing and advancing this unique profession.

IFLA Europe has 34 members organisations - National Associations of Landscape Architecture representing nearly 20.000 landscape architects. It aims not only at promoting the landscape architecture profession, recognising excellence in educational courses, and promoting the best practice operations in all member countries, but also striving to enhance the quality of landscape planning, monitoring, and management in collaboration with the European Union, Council of Europe, UN and any other related organisations.

JOB PROFILE AS EXECUTIVE SECRETARY

We are seeking a full-time staff member to provide comprehensive administrative support for IFLA Europe. The Executive Secretary is playing a crucial role in managing the daily operations of the organization and facilitating communication among the Executive Council, National Associations, and external partners. To apply for this position, you need to have at least 3 years of experience in administrative positions.

RESPONSIBILITIES

Administrative support:

Be responsible for daily operations of IFLA Europe;
Manage agenda and meetings for the Executive Council (ExCo);
Drafting Minutes of monthly and physical ExCO meetings;
Prepare and update IFLA Europe ExCo Yearly Agenda;
Assist the Secretary General in the administrative and organizational activities;
Assist all elected officers of the ExCo and act as their liaison officer in relation to invitations extended to attend meetings, lectures, seminars etc., on behalf of IFLA EUROPE;
Act as a first-contact responder and triage coordinator for all messages received via the IFLA Europe Secretariat email address;
Facilitate the organization of elections process of the members of the ExCo, including call for nominations and ballot preparation - organise elections process, circulate the call for nominations, circulate notification letters, preparation of candidates’ CVs and preparation of ballot for voting at the General Assembly;
Support National Associations by maintaining regular contact and providing assistance with letters, queries, and updates.

Annual General Assembly - Organisation of annual General Assembly:

Preparation of draft budget for the GA (hotel, venue, catering, Saturday dinner, equipment etc.);
Contact with potential venues, negotiations on the price and services;
Regular contact with host National Association and assistance in organisation of the Regional conference and General Assembly;
Preparation of agenda and necessary materials;
Preparation of flight details for each Delegate and ceiling prices;
Preparation of practical information related to the Conference and General Assembly (venues, how to get, agenda, reports);
Preparation of all necessary General Assembly materials and bringing it physically to the GA (name tags, table tags, brochures, programme, material etc.).

Finance and Treasury support:

Prepare and send Membership fees invoices, follow-up on membership fees payments;
Assist Treasurer and Financial Manager in daily financial tasks and in maintaining financial prudence;
Ensure that all financial transactions of IFLA EUROPE are directed in the first instance to responsible ExCO officer, then Treasurer and thereafter to the Financial Manager in a timely fashion to ensure appropriate standards of business operations and financial prudence are maintained;
Support Treasurer’s activity related to sponsor management;
Sponsorship - contact with current sponsors, ensuring the contract is respected and the cooperation is to mutual interest and benefit, prepare debit notes and follow up;
Ensure visibility for the sponsors (website, social media, contact with National Associations, preparing content and information for dissemination on our website and social media platforms, organisation of events;
Contacts with other potential sponsors - maintain documents about potential sponsors (per sector), check whether their production/functioning is according to IFLA Europe Corporate Social Responsibility document and UN SDGs.

Communications support:

Manage IFLA Europe’s digital media (website, social media platforms, IFLA Europe Newsletter, promotion of National Associations activities);
Distribute all appropriate and necessary information to all IFLA Europe members, professional partners, and other interested parties;
Assist Vice President of Communication towards the preparation of publications, brochures, printed (E) material, etc.

Other organizational tasks:

Support for the organization of IFLA Europe General Assembly annual event;
Manage the organization of other internal and public events, including conferences, exhibitions, and online seminars;
Represent IFLA Europe, where necessary and appropriate, at certain meetings held in Brussels or elsewhere, reporting directly to the ExCo;
Assist IFLA Europe Working Groups and support events and document preparation.

In addition, you:

Bring action and hands-on mentality and enjoy working in a dynamic, and international environment;
Are a team player, with the ability to engage with stakeholders;
Can work independently.

REQUIREMENTS

You have a minimum of 3 years working experience in administrative positions;
You have documentation skills and data management;
You are curious, open-minded, and experienced in the communication with high-level institutional partners;
You have excellent command of the English language, both verbal and written. Other European languages are an asset;
We are looking for someone who can join us as soon as possible and can work remotely from their premises;
Additional experience in volunteer work, non-governmental organizations (NGOs) or with public organizations at European level will be regarded as an asset;
Should be based in Belgium.