Switzerland: Executive Assistant

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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 Pathogenesis, Treatment and Prevention 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 advocates 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 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 purpose of the Executive Assistant is to provide high-quality administrative support to the Executive Director. The incumbent is 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, and preparing the logistics for IAS Governing Council (Board of Directors) meetings.

Main Responsibilities:

• 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 and Governing Council 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);2• 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;

• Liaise with and support the Director, Governance and Member Relations in the preparation of Executive Committee and Governance Council Meetings;

• 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.

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;• 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;

• 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. Additional languages are an asset.

Interested and qualified candidates should send their CV and a cover letter, in English and by email only, to recruitment@iasociety.org by Monday 9th November 2015.Only candidates from Switzerland, from an EU/EFTA country or candidates already having a valid Swiss working permit will be considered.

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 HIV are strongly encouraged to apply.****