MISSIONS AND RESPONSIBILITIES:
Governance and Commission Secretariat Support
- Coordinate the rigorous administrative preparation of key commission and statutory meetings, including the WCAMT, ProCom, CHI and FMC.
- Prepare, compile, and quality-control official agendas, Business Papers, presentation and multi-version meeting documentation in close compliance with internal statutes and processes.
- Create meeting retroplanning, maintaining composed focus during peak preparation cycles to ensure timely documentation circulation.
- Coordinate meeting logistics for virtual, hybrid and in-person meetings.
- Maintain commission records, archives, attendance lists and governance documentation.
- Support voting procedures and follow-up of decisions and action points.
Review and support preparation of meeting minutes and records.
-
Executive and Team Administrative Support
- Provide administrative support to the Executive Assistant and Mobility & Sustainability leadership team.
- Support travel planning, meeting scheduling and calendar coordination of the Secretary General for Automobile Mobility and Sustainability.
- Assist with preparation of conference schedules, briefing materials and logistical arrangements.
- Coordinate team administration activities
Support ad hoc administrative requests and urgent priorities.
-
Youth Working Group Coordination
- Coordinate the International Historical Commission (CHI) Youth Working Group and support implementation of its workplan.
- Organise monthly meetings and prepare agendas and supporting materials.
- Track progress across working group initiatives and coordinate contributors.
Support development of youth-focused tools, databases, communities and engagement initiatives.
-
Operational Administration
- Coordinate invoice tracking and approval processes.
- Maintain SharePoint sites, document repositories and team trackers.
- Support knowledge management and document organisation across the Division.
- Coordinate with Finance, Events, Legal, Communications and other internal stakeholders as required.
PROFILE:
- Master’s degree in business administration, international relations or related field
- 2 to 3 years of relevant experience in an administrative, coordination or project support role in an international organisation or membership-based environment.
- Strong organisational skills and exceptional attention to detail.
- Advanced MS Office skills, particularly Word, PowerPoint and Outlook.
- Experience coordinating governance processes, committees or senior-level meetings.
- Ability to manage large volumes of documentation accurately and under tight deadlines and confidentiality.
- Strong stakeholder coordination and follow-up skills.
- Comfortable balancing routine administrative responsibilities with project-based initiatives.
Fluency in english is required, fluency in French is an advantage.
-
Deadline to Apply: June 18th, 2026
Desired Starting date: August 1st 2026
If you are interested, please send us your application in pdf format !
The FIA is an equal opportunity employer committed to building a diverse and inclusive workforce. We welcome and encourage applications from all qualified candidates.
