The Breast International Group (BIG) is a non-profit research organization that represents the largest global network of academic groups dedicated to breast research. 30+ clinical trials are run or under development under the BIG umbrella at any one time. BIG is hiring:

Office Coordinator & Receptionist

Intro text: 

Function: The Office Coordinator will be the primary receptionist for the association to welcome and guide visitors – this role is performed as a team for full-coverage and back-up with our Meetings Coordinator and Executive Assistant to the CEO. The Office Coordinator creates and maintains a pleasant and safe work environment, ensuring high levels of organizational effectiveness, communication and safety, ensures the smooth running of the office and helps to improve BIG security procedures and day-to-day operations.


Primary Responsibilities:

  • Receptionist: welcome and guide visitors, take care of the mail, mail distribution, reception of packaging and mailing for the team (courier, shipping, snail-mail). Reception is managed by a team of 3 people in total to ensure coverage on opening hours and back-up during absences.
  • Office Coordination:
    • Manage and update office coordination documents like policies and guidelines, staff manual, alarm manual, tutorials, etc.
    • Manage the professional memberships according to our internal procedure
    • Address all queries regarding office management issues
    • Maintain the office condition and arrange necessary repairs, run necessary errands
    • Manage the Office Coordination budget and invoicing
    • Manage contract and price negotiations with office vendors, insurance and service providers
    • Liaise with facility management vendors, including cleaning and security services
    • Coordinate in-house or off-site activities, like parties, celebrations, conferences and meetings
    • Responsible for internal communication on important national/global news, public health matters, public holidays, any other special events in Belgium (like protests, extreme weather, strikes, car-free day, etc.)
    • Assist HR in all the logistical aspects of the onboarding process for new hires
    • May assist with other tasks as instructed by the Senior HR Manager and HR Administrative Officer

Qualifications sought:

  • Minimum of 2 years of relevant experience as Office Coordinator with budget/contract management experience
  • Native-like English and French.  Dutch basic knowledge is preferred. Any other language is an asset
  • Strong organizational skills
  • Able to prioritize and multitask as well as work independently with minimal day-to-day supervision
  • An excellent team-player, eager to work collaboratively in an international & diverse team

Technical skills

  • Proficiency in MS Office, Word, Excel and PowerPoint
  • Comfortable with communications tools like Teams, Zoom, soft phones
  • Project Coordination training or experience is an asset for excellent planning and coordination abilities

What we offer:

  • The opportunity to contribute to innovative, practice-changing cancer research
  • A stimulating international environment
  • Full-time employment and unlimited duration contract
  • A competitive salary and benefits package:
    • Annual salary on 13.92 months
    • 26 days of holiday per year, plus one additional every 5 years of seniority
    • Employee group insurance (employer contribution 4% & employee contribution 2% on annual gross salary)
    • Hospitalization insurance at employer charge only for the employee
    • Intervention public / private transport
    • Luncheon vouchers - Face value EUR 8,00 - employee contribution: EUR 1,09 per working day
    • Eco vouchers - annual net value of 250 EUR/Year for full year full time from July to June
    •  Mobile phone according to internal policy (Benefit in kind will apply if private use as per the legislation)

Send your cover letter and cv to recruitment@BIGagainstbc.org