IPLOCA Administrative Assistant

www.iploca.com

Job Purpose

The Administrative Assistant provides administrative, organizational, communication, and coordination support to the Executive Director and the IPLOCA Secretariat in their day-to-day interactions with the Board of Directors, IPLOCA members, Media Partners, suppliers, external stakeholders, and the general public.

The role assists with membership administration, meeting and event organization, communications, website and database updates, marketing activities, and the follow-up of ongoing projects and administrative tasks. The Administrative Assistant works closely with the Executive Director and other members of the Secretariat to ensure the smooth and efficient functioning of the Association.

Main Responsibilities

The Administrative Assistant is expected to provide reliable and proactive support to the Executive Director and the IPLOCA Secretariat, contributing to the effective administration, communication, and coordination of the Association’s activities.

  • Administrative and IT: Assist with IT supplier coordination, administrative tasks, and staffing arrangements when required.
  • Membership: Handle membership enquiries, assist with applications, maintain membership records, and update the database in IPLOCA system and the website.
  • Meetings and Events: Assist with the organization of Board meetings, the Annual General Meeting, the Annual Convention, webinars, and other Association events, including travel and logistics arrangements.
  • Board Support: Assist with the preparation of the meeting documents and minutes, maintain records, and follow up on action points in coordination with the Executive Director.
  • Communication and Publications: Assist with the editing of the quarterly Newsletter, Yearbook, Convention App, presentations, and other official documents.
  • Website and Digital Communications: Assist with website and database updates, social media content, and the maintenance of the Association’s online presence.
  • Marketing and Media Relations: Support membership promotion, marketing activities, Media Partner coordination, advertising updates, and the preparation of promotional materials.
  • Projects and Committees: Provide administrative support to the Membership Committee, the Scholarship Project leaders, the NextGen Network and other IPLOCA initiatives.

Required Skills and Competencies

  • Minimum 5 years of experience.
  • Excellent written and spoken French is a plus.
  • Strong organization and administrative skills.
  • High attention to detail and accuracy.
  • Ability to write, edit, and format professional correspondence, reports, meeting minutes and presentations.
  • Proficiency in Microsoft Office and confidence in using databases, websites, and digital tools.
  • Ability to work with members, Board representatives, suppliers, publishers and other external contacts.
  • Strong follow-up skills and the ability to monitor deadlines and pending actions.
  • Professional, discreet, diplomatic, and ability to handle confidential information.
  • Ability to prioritize multiple tasks
  • Comfortable working in a small, international team.
  • Flexibility and willingness to travel internationally if needed

 Practical Information

  • Location: Geneva, Switzerland
  • Contract: Permanent
  • Working time: 100%, office hours
  • Start date: As soon as possible

 How to Apply

Please send your CV and a short cover letter in English to info@iploca.com by no later than 10 November 2026.

Only shortlisted candidates will be contacted.