Join the Ecsite Team

Ecsite is seeking a proactive and highly organised Finance and Administration Officer that will contribute to finance, administration, office management and event coordination. As a key member of a small and collaborative team, the Finance and Administration Officer works closely with colleagues responsible for Events, Communications & Membership, and Human Resources.

Reporting directly to the Executive Director, the Finance and Administration Officer is responsible for the day-to-day financial and administrative management of Ecsite. The role includes overseeing budget administration, accounting processes, and office operations, ensuring the smooth and efficient functioning of the organisation.

The position offers a broad range of responsibilities and the opportunity to contribute to the success of a vibrant international network.

The role is a full time position, based in Brussels.

Key Responsibilities:

• Oversee day-to-day financial operations, including bookkeeping, accounts administration, the processing of invoices, payments and expense claims, and liaison with the external accountant, using e-invoicing tools such as Odoo.
• Manage membership, sponsorship, event registration invoicing, and follow up on outstanding payments.
• Assist the Executive Director with budget preparation, monitoring and financial reporting in collaboration with the different departments.
• Support month-end and year-end closing processes.
• Contribute to the smooth and efficient operation of the Ecsite office in Brussels.
• Work closely with the Communications & Membership team to maintain and update the membership database and ensure accurate records.
• Support the Events team in the organisation of Ecsite events, including registration management and on-site coordination.

Qualifications and Skills:

• Relevant degree in Finance, Business Administration or a related field, or a minimum of 4 years of equivalent professional experience.
• Good knowledge of Belgian GAAP and Belgian tax regulations (VAT, compliance, etc.).
• Proficiency in accounting software, preferably Odoo, and strong knowledge of Microsoft Office applications (Excel, Word, Outlook and PowerPoint).
• Strong organisational skills, with the ability to manage multiple priorities and work independently.
• Excellent written and verbal communication skills in English and French.
• Team-oriented with a service-minded approach.
• Experience working in a European association or membership-based organisation is an asset.
• Interest in science, technology, museums and exhibitions.
• Valid right to live and work in Belgium.