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EARMA Administrative Officer

EARMA | Leuven | Permanent, Full-time

5 days left to apply

EARMA is the European Association of Research Managers and Administrators. Our goal is to invest in those people supporting and managing research so they can be as productive and happy as possible. This contributes to scientific research and to society. We are a non-profit organisation under Belgian law with a legal address in Brussels but a factual address in Leuven (train station building). Our members are mainly academic (universities and research organisations). We organise a conference for more than 900 people each year, have a training programme and other events which are mainly organised in Brussels. We have 140 institutional members (organisations) and 200 ordinary members (persons). EARMA will celebrate its 25th year as an official organisation in 2020 and has built a great reputation in Brussels and around the world. EARMA members are at the core of our association, particularly those who contribute as volunteers. More information on EARMA:
Twitter: @EARMAOrg

EARMA Administrative Officer

Job description

EARMA is looking for an engaged and enthusiastic colleague for the main executive office in Leuven. The Administrative Officer will support the EARMA executive office and the associations as a whole. The role must contribute to a better structured, organised and client friendly EARMA office. The Administrative Officer must be able to work and solve problems independently. This is crucial as colleagues will be out of the office on business frequently. The Administrative Officer must have excellent customer focussed skills and realise he/she is a contact person for members, clients and partners. He/she should represent EARMA in a customer friendly way at all times in line with the excellent reputation of the association. The Administrative Officer will work from the EARMA office but can on occasion be asked to work at events and meetings in Brussels. In addition, the Administrative Officer will also be asked to work at the EARMA conference which is in a different country each year (in Oslo in 2020). The person we are looking for should combine attention to detail and people skills. They should be able to clearly structure their work and should be ready to provide input on how to improve EARMA administrative processes after a period of integration.

The Administrative Officer will be one of two or three people working from a small office embedded in a larger office space with other organisations. The Administrative Officer will function in a context with 3-4 direct colleagues in total but also with about 60 active volunteers from across Europe. Interacting with these volunteers is essential and therefore command of the English language must be excellent. Dutch and/or French are welcomed but not mandatory.

The Administrative Officer will report directly to the EARMA Managing Director and will be trained and coached mainly by the Managing Director and the Operations and Administration officer.

The targeted start date is as soon as possible.

Job content:
  • Financial support tasks to support the EARMA Treasurer and Managing Director
  • Liaise with accounting partners and transfer the relevant information to them
  • Manage the EARMA membership database and invoicing
  • Prepare travel reimbursement for review
  • Answer member questions and connect them with the relevant information
  • Perform the various administrative tasks needed for the EARMA office
  • Help to administer the EARMA website
  • Support the EARMA Treasurer and MD in all sponsorship related matters
  • Book travel for the EARMA staff, guests and governance
  • Send out mail and ship items when needed
  • Perform checks between membership and invoicing
  • Follow up on unpaid invoices
  • Assist MD with planning, scheduling reporting and queries
  • Support the team at EARMA events
  • Support standing committees (internal advisory group of volunteers)
  • Continuously develop and expand the required skills and expertise for the job
  • Ability to work independently and also as part of a team
  • Support team members and contribute to a good working atmosphere
  • Keep in mind that creating value for EARMA members is your number one concern
  • Support new administrative procedures as the association develops new needs
  • Administer event and conference registrations including invoicing and related issues when relevant
  • Administer abstract submissions


  • A bachelor degree or equivalent in experience
  • Excellent experience of financial and administrative tasks and processes
  • At least 4 years of working experience
  • Excellent communication skills in English
  • Experience in dealing with members and/or customers
  • Advanced user of Microsoft Excel or eager to learn and take courses
  • Ability to function in an international environment
  • Organised and eye for detail
  • Able to work independently and as part of a team

  • Command of French and/or Dutch is an added value with any other language being welcomed
  • Experience with websites
  • Experience with bookkeeping and accountancy
  • Proficient in the use of social media
  • Experience with membership administration
  • Experience with event registration, administration and invoicing


  • Full-time employment with EARMA (Part-time employment with a minimum of 0,5 FTE may be considered).
  • A permanent contract dependent on a yearly evaluation and an additional evaluation in May 2022 as part of the evaluation of the whole office and the state of the association. At that time the functioning of all employees will be reviewed.
  • EARMA offers a competitive salary in line with the role and experience of the successful applicant.
  • 28 days of paid holiday:  (if legal conditions in the previous year were met)[FG1] 
  • The opportunity to work in an international environment with motivated and passionate staff and volunteers.
  • The opportunity to contribute to a non-profit with an excellent reputation and to support science and society in your daily work.
  • The opportunity to work in a beautiful, modern fully climate-controlled office in the renovated historic train station building in Leuven close to the city centre.
  • EARMA also offers:               
  • A laptop or desktop for performing the work
  • Meal vouchers (standard Belgian system, maaltijdcheques)
  • Hospital insurance
  • Optional following specific profile: Additional pension benefits
  • Free public transportation
  • Location of Employment: EARMA Office, 3000 Leuven, Martelarenplein 20E (train station building).

Applications should be sent to
Applications should include:
  • A cover letter (motivation letter) not longer than 1 A4 page.
  • An extended cv

Questions about the position and the application process can be submitted to To discuss the position by phone or videoconference please ask for an appointment by e-mail.

More info

Applications should be sent to
Applications should include:
  • A cover letter (motivation letter) not longer than 1 A4 page.
  • An extended cv

Questions about the position and the application process can be submitted to To discuss the position by phone or videoconference please ask for an appointment by e-mail.

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    5 days left to apply


    • Function type: Administration
    • Sector: Finances and insurance
    • Leuven (location)
    • All jobs at EARMA


    • Professional bachelor (Higher Education Short Type)
    • At least 2 years experience
    • English


    • Permanent
    • Full-time

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