FIATA, the International Federation of Freight Forwarders Associations, is a non-governmental, membership-based organisation representing freight forwarders in some 150 countries. FIATA’s membership is composed of 113 Association Members and over 5,500 Individual Members, overall representing an industry of 40,000 freight forwarding and logistics firms worldwide. FIATA has over 100 years of tradition representing service providers, in international trade logistics and supply chain management. FIATA is now looking for a dynamic and motivated Administrative Assistant to join the Membership Unit and HQ team at the Geneva Headquarters.

Position background

Under the supervision and guidance of the FIATA Head of Administration, the FIATA Administrative Assistant will provide administrative and clerical support to the work of the Membership Business Unit and the Training Business Unit to ensure efficient administrative operation of the office.
You are able to communicate effectively by phone and email, while ensuring that all administrative duties are completed accurately and delivered to a high-quality standard and in a timely manner. We are looking for someone who relies on experience and judgment to accomplish tasks, with a certain level of autonomy and a great sense of commitment and reliability.

Main Responsibilities

•  Greet and direct visitors, answer phone inquiries and handle complaints in a courteous, professional manner, while reporting adequately to the management;
• Respond to emails in the main inbox and assist in preparing daily mail, including DHL and regular mail;
• Update the database as requested by members;
• Assist in the onboarding of new members following a standardized procedure;
• Ensure office supplies are maintained, including checking inventory and working with vendors to always ensure adequate levels of needed supplies;
• Support the Training Business Unit in issuing diplomas and communicating the arrival of payments for diplomas;
• Dispose of cardboard and paper every Tuesday evening (all paper trays and emptying shredding machine);
• Ensure the conference rooms are always in a tidy state;
• Assist other business units during busy periods;
• Perform other duties as requested by Management.

Main Requirements

• Excellent written and verbal communication skills in English;
• Excellent attention to detail and high sense of confidentiality required;
• Proven ability to work in a multicultural, multi-ethnic environment with sensitivity and respect for diversity;
• Strong command of Microsoft Office suite of products;
• Excellent time management skills and ability to multi-task and prioritize work;
• Federal Certificate of Proficiency or commercial apprentice: additional qualification as an administrative assistant or secretary will be a plus.
  Language:
• Fluency in English is absolutely required;
• Knowledge of other languages is desirable, with preference for French.