Country: Switzerland
Closing date: 20 Aug 2018
About the IAS:
Founded in 1988, the International AIDS Society (IAS) is the world's largest association of HIV professionals, with members from more than 180 countries. IAS members work on all fronts of the global response to AIDS, and include researchers, clinicians, policy and programme planners and public health and community practitioners on the frontlines of the epidemic.
The IAS organizes the world’s two most prestigious HIV conferences, each convened biennially in alternating years. The International AIDS Conference is the largest conference on any global health or development issue, and provides a unique forum for the intersection of science and advocacy. The IAS Conference on HIV Science brings together a broad cross section of HIV professionals and features the latest HIV science, with a focus on implementation – moving scientific advances into practice.
In addition, the IAS programmes advocate for urgent action to reduce the global impact of HIV, including increased investment in HIV cure research; optimizing treatment and care for infants, children and adolescents with HIV in resource-limited settings; preventing and treating HIV-related co-infections; and expanding access to prevention, treatment and care for key populations at higher risk for HIV – such as men who have sex with men, people who inject drugs, sex workers and transgender individuals – including protecting their human rights by combatting punitive laws and discriminatory policies.
More information on IAS can be found at www.iasociety.org.
Details of Employment:
The Executive Assistant and Governance Officer position will be based in Geneva, Switzerland and report to the Executive Director. The position is open-ended and full-time to start as soon as possible.
Purpose of the Position:
The Executive Assistant and Governance Officer will provide high-quality administrative support to the Executive Director on a daily basis and to the Director, Governance and Member Relations on Governance related duties. The incumbent will be responsible for managing the Executive Office at the IAS including preparing meeting agendas; managing the Executive Director’s calendar, travel, and expenses; prioritizing requests and authorizations, follow up action items and maintain the information flow between the Executive Team and the Executive Director and preparing the logistics for IAS Governing Council (Board of Directors) meetings.
Main Responsibilities:
Support to Executive Director:
- Independently provide high-quality support that anticipates the needs of the Executive Director
- Assume full ownership and maintenance of the calendar; including scheduling and confirming relevant attendees, meeting space and logistics
- Coordinate travel for the Executive Director including visa arrangements as required
- Track relevant travel and expense receipts for accurate accounting reconciliations. File and track reimbursements, credits, and refunds through completion of expenses claims
- Project a professional and supportive image to all parties in the screening of telephone calls and greeting guests from external partners and staff (at all levels)
- Prioritize people and situations in need of attention and handle confidential and sensitive information with the appropriate discretion
- Coordinate and prepare summaries and presentations for strategic documents, briefs policies, new projects and initiatives
- Coordinate and collaborate with other assistants to facilitate good communication, help coordinate joint projects; serve as backup for other assistants as needed
- Provide day-to-day administrative support.
Governance Administration:
- Liaise with and support the Director, Governance and Member Relations in the preparation of Executive Committee and Governing Council Meetings
- Organize overall logistics support for Governance meetings: event preparation, board members travels (itineraries, accommodation, expenses refund), document gathering
- Attend Executive Committee and Governing Council meetings. Record, transcribe and distribute minutes of Executive Committee and Governing Council teleconferences and meeting under the supervision of the Executive Director and Director, Governance and Member Relations
- Liaise with relevant Directors and Senior Managers in charge of agenda items to ensure timely delivery of content and preparation of decisions
- Interact with Executive Committee and Governing Council members as appropriate.
Perform any additional tasks or projects requested by the Executive Director.
Academic Qualifications:
- A degree in business, business administration, hospitality management, project management or a related field is favorable.
Work Experience:
- At least 3 to 5 years’ experience in collaborating and providing administrative support at the executive level in an international environment, preferably in the non-profit sector
- Experience managing calendar and scheduling travel arrangements
- Experience in assisting management with the creation of PowerPoint presentations
- Experience in meeting organization and project management.
Skills/Competencies:
- Excellent calendar skills including the coordination of complex executive meetings and travels
- IT literate including MS Office, advanced Outlook and PowerPoint skills
- Well organized, multi-tasking, attention to details, ability to deal with priorities
- Ability to work efficiently under pressure, meet deadlines and occasionally work overtime
- Advanced interpersonal and communication skills, advanced writing skills
- Confidential, patient and discreet manner
- A good knowledge of, and interest in global health issues and in particular HIV/AIDS would be an asset.
Languages:
- Excellent verbal and written communication skills with full professional fluency in English and French. Additional languages are an asset.
How to apply:
Interested and qualified candidates should send their CV and a cover letter, in English and by email only, torecruitment@iasociety.orgby Monday 20 August 2018. Please note that only shortlisted candidates will be contacted.
Only candidates from Switzerland, from an EU/EFTA country or candidates already having a valid Swiss working permit will be considered.
IAS employees are evidence-based, human rights-focused, inclusive and accountable partners in the HIV response. Candidates should display genuine commitment to IAS values (learn more here).
The IAS is committed to recruiting and sustaining a skilled, effective, diverse and gender-balanced secretariat, and to the greater involvement of people living with HIV (GIPA) in all aspects of its work. People living with or affected by HIV are strongly encouraged to apply.