Is This Role For You?
This role isn't about grand strategy or making the big calls — it's about being the person the HQ team can rely on to get the details right, every time.

SIE HQ is looking for a Junior Administrative Assistant to provide accurate, reliable and well-organised administrative support to the Board, members and the HQ team. This is an execution-focused role: you will be responsible for completing clearly defined tasks and processes to a consistently high standard, working closely with, and taking direction from, the Administrative Officer and other members of the HQ team who retain ownership of the underlying activities.

This is genuinely an entry-level opportunity. We are not looking for someone who has already mastered the full scope of the role — we are looking for someone with the right working habits and attitude who is ready to learn SIE's systems, procedures and standards. If that sounds appealing rather than limiting, read on. 

 This Role Is a Great Fit If You...

• Take real satisfaction in getting the small things right — a correctly formatted document, a fully accurate list, a folder that's easy for someone else to find their way around.
• Would rather follow a proven process well than improvise your own.
• Ask a clarifying question when something's unclear, instead of guessing and hoping.
• Take feedback as useful information, not as criticism to defend against.
• Genuinely don't mind — or even enjoy — administrative work that's detailed and sometimes repetitive.
• Like being the reliable person behind the scenes who makes things run smoothly for a team.
• Are looking for a role to grow into over time, and are happy to spend your first months learning thoroughly before potentially taking on more.

 This Role Probably Isn't For You If You...

• Want a role where you set priorities, make final decisions, or own the outcome of projects — here, that responsibility sits with the colleague who assigns the task, and you'll be supporting their work rather than owning it.
• Find repetitive, detail-heavy work draining rather than satisfying.
• Focus on executing quickly, ticking boxes, rather than on accuracy and details.
• Prefer not to have a list of multiple things to do.
• Prefer to work things out independently and would find it frustrating to check in or ask before proceeding.
• Are looking for a role with a high degree of autonomy from day one.

Key Responsibilities

Directory, Database and Distribution Lists

• Manage the Directory process from start to finish.
• Set up and maintain key email distribution lists, including Board and other member lists.
• Keep the Database up to date — contact details, system access and communication lines.
• Handle routine Database administration: login issues, access requests and update requests.

 Correspondence Support

• Provide direct administrative support to the Action Fund and Extension activities, including drafting letters, reports and emails.
• Manage all Anniversary tracking, creation and sending.
• Maintain agreed administrative elements of MS Teams — folder structures, uploads and access requests.

 Files and Information Management

• Maintain clear, consistent and well-organised electronic files and folders.
• Create agreed folder structures for recurring activities (e.g. the Annual Meeting, training activities, new Board biennium).
• File documents correctly, following SIE's naming conventions and document-management practices.

Meetings, Workshops and Events

• Support the team in organising meetings, online workshops and training activities, which may include:
  • Creating Zoom links and managing registration lists
  • Preparing and maintaining participant and registration lists
  • Preparing PowerPoint presentations, badges and meeting materials
  • Organising and filing meeting documentation
  • Drafting routine participant correspondence
  • Providing practical, hands-on support before and after events
• Assisting with the organisation of the annual meeting.

 General Office Support

• Collect and distribute incoming post.
• Order office supplies and monitor routine stock levels.
• Provide practical administrative support to the HQ team within agreed priorities and capacity.
• Undertake other reasonable duties as assigned by the Executive Director.

 What We're Looking For

You'll thrive in this role if you:

• Pay close attention to detail and take pride in accurate, well-checked work.
• Are genuinely willing to learn — including systems and procedures you've never used before.
• Are naturally organised and can keep track of several administrative tasks at once.
• Are reliable and follow through consistently on what you say you'll do.
• Are comfortable following established procedures, templates and approval processes.
• Ask good questions rather than guessing when something is unclear.
• Respond well to feedback and instruction, and apply it consistently.
• Enjoy detailed, sometimes repetitive administrative work — and find satisfaction in doing it well.
• Enjoy supporting a team and helping things run smoothly behind the scenes.

 Requirements

Education

• Completed CFC in commercial studies (CFC d'employé·e de commerce) or a recognised secretarial/administrative qualification.

Experience

• Entry-level position: up to one year of administrative or secretarial experience is expected. Relevant internships, apprenticeships or comparable practical experience will also be considered.

Skills

• Required: Confident with Microsoft 365 (particularly Teams, Outlook, Word, PowerPoint, Excel), ZOOM and everyday AI tools.
• Comfortable with databases, file management, Canva — an advantage.

Languages

• French — native, spoken and written.
• English — fluent, spoken and written. Able to draft professional correspondence and communicate confidently in both languages.

 What We Offer

• A 60% position based at SIE Headquarters in Geneva. (not remote)
• An onboarding period working closely with the Administrative Officer to build strong foundations in SIE's systems and processes.
• A supportive, collaborative HQ team environment.
• The opportunity to develop your administrative career within an international non-profit organisation.

How to Apply

Instead of a traditional cover letter, please send us a 1-page CV together with short, specific answers to the two questions below. We're less interested in polished general statements than in real examples — please answer from your own experience.

A CV - Your relevant experience, education and skills.

Two short written answers (maximum 150 words each)

• Describe a time you had to follow a set process, template or set of instructions exactly, even though you might have approached it differently. How did you handle it?
• What kind of administrative work do you find genuinely satisfying, even when it's repetitive or detailed? Give a specific example.

Send your CV and written answers in English to: [email protected]

Only qualified applicants will be contacted (please do not call or contact re Linkedin or any other email address). Applicants must be Swiss or European nationals and hold a valid work permit. 

Start date: December 2026/January 2027. Contract is CDI.

Application closing date: 04.11.2026