Team Assistant

The World Medical Association (WMA) is an international organisation representing physicians. Founded in 1947, it is a global federation of National Medical Associations working to achieve the highest possible standards of medical ethics, education, science and health care for all people. Its office is based in Ferney-Voltaire, France.

ROLE OVERVIEW:

To provide efficient, comprehensive secretarial and administrative support to the Secretary General, the Chief Operating Officer, the Operations Coordinator and the wider team. The role works with a good degree of autonomy, within established procedures and under the overall direction of the Operations Coordinator.

MAIN DUTIES AND RESPONSIBILITIES:

• Provide efficient and effective secretarial, administrative and logistical support to all team members
• Act as the first point of contact (post, email, telephone and visitors)
• Handle general communication and correspondence, ensure the continuity of office processes and manage other general administrative matters
• Manage and coordinate team diaries so that the teamwork is visible and well communicated, and all relevant paperwork is available
• Schedule appointments and meetings as requested and support forward planning of the team's workload as directed
• Respond efficiently to all written and verbal enquiries, providing advice as appropriate
• Ensure that personnel-related administration complies with French legislation, in coordination with the external accounting firm
• Manage membership data for Constituent Members and Associate Members

SPECIFIC AREAS OF RESPONSIBILITY:

Meetings management and filing

• Assist the team, under the direction of the Operations Coordinator, at WMA statutory meetings and external meetings, ensuring full secretarial and clerical support in the planning, preparation, coordination and management of meetings
• Manage event registrations, badges and the event system
• Arrange regular and ad hoc meetings, including preparing meeting documents and briefing materials and taking minutes
• Maintain a confidential and efficient filing system in line with established procedures
• Translate letters, memos and other information into French when needed
• Assist with membership dues and other requests from WMA members

Correspondence with Constituent and Associate Members

• Update the membership database in the CRM and the address book
• Act as focal point for member-related official letters and correspondence
• Act as point of contact for members and external stakeholders

Website

• Update assigned web pages

French legislation

• File social contribution and tax-related documents not handled by the external accounting firm
• Act as point of contact with the Préfecture, CPAM (social security) and the mutuelle (complementary health insurance), as defined by internal procedures

Facilities and estates management

• Act as first point of contact for WMA tenants
• Assist the Operations Coordinator with all facilities and estates-related issues
• Help identify repair and premises maintenance needs and arrange remedial action
• Keep the property database up to date

Other duties

• Organise travel arrangements as required, including flights, taxis and restaurant bookings
• Purchase office supplies and goods
• Assist in organising team-building and social events
• Maintain cafeteria equipment and ensure the cafeteria is well stocked, clean and tidy
• Keep the office library up to date
• Provide backup cover in emergencies, under the direction of the Operations Coordinator and in line with the office manual

SKILLS & EXPERIENCE

Qualifications

Education:Bachelor's degree (Licence, Bac+3) or equivalent, or a Baccalauréat with at least 3 years' experience in an administrative role

Languages:Fluent English and French (native or near-native level in French)

• At least 2 years' experience in a similar role (e.g. team, office or administrative assistant)
• General office experience
• Excellent written French and English, including letters and emails
• Good spoken French and English, and a good telephone manner
• Proven ability to use own initiative and respond quickly
• Strong organisational skills and a high standard of accuracy
• Ability to work under pressure while maintaining a positive, professional attitude
• Team player with good communication skills
• Experience of supporting formal meetings within an international organisation
• Knowledge of other languages, especially Spanish
• Valid driving licence (occasional driving required)

Personal qualities and availability

• Versat