Conference Assistant

at International AIDS Society
Published November 15, 2022
Location Geneva, Switzerland
Category Administration  
Job Type Full Time  

Description

 

The Conference Assistant will be based in Geneva, Switzerland, and the IAS offers the possibility for Swiss-based employees to work up to 50% from their legal residence. The Conference Assistant will report to the Director, Conferences. The position is open-ended and full-time to start as soon as possible.

Purpose of the Position:

The Conference Assistant will provide administrative, logistic and project management support to the Conferences department; and provides administrative support to the Director, Conferences. This position is 50% administrative - drafting and sending correspondence, processing reimbursements, and organizing meetings (in-person, virtual and hybrid); and is 50% project management - supporting the Conferences department on event management and side projects.

Main Responsibilities:

Administrative tasks (50%):

Lead the planning, coordination, write minutes and follow up of conference committee and department meetings and other meetings with external stakeholders
Provide support to conference partners, committee members, etc. with logistics for the conference
Draft and maintain up-to-date department documents and materials
Manage the inboxes related to the conference and assigned projects
Coordinate the collation of the post-conference project reports
Manage the technology set-up for tele- or video-conferences and in-person meetings
Perform administrative tasks for the Director, Conferences, such as calendar management, travel arrangements, expenses claims
Act as the AC Forum liaison for the Conferences department: keep track of the AC Forum posts and reply on behalf of the Conferences department to ensure that IAS remains on the network radar
Support the Director, Conferences in monitoring the Conference budget; detailed tracking of meeting expenditures
Support the Director, Conferences in maintaining an up to date project management tool and key dates

Skills/Competencies:

Well organized, systematic and flexible, with attention to details
Ability to work independently and handle many time-bound tasks simultaneously with limited supervision
Ability to work efficiently under pressure, meet deadlines and occasionally work overtime
Excellent cross-cultural communication and customer service skills, strong team player with positive attitude
Excellent computer skills in the Windows environment (MS Office); familiarity with databases a plus

Education

A degree in business, events or hospitality management, or a related field is favorable

Experience

A least 2 years’ experience in an administrative or support position

Experience in working with meetings/events or in communications, a plus

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