JOB DESCRIPTION
- Title: Membership & Administration Coordinator
- Contract Time: Full time.
- Location: Geneva
- Reporting Line: Executive Director
- Professional experience: Minimum 4-5 years
- Working languages: English and French
Context
The Watch & Jewellery Initiative 2030 (WJI 2030) is a Non-for-Profit, Swiss Association guided by the Ten Principles of the United Nations Global Compact and the 17 SDGs, and dedicated to accelerating sustainability in the watch and jewellery industry, with the ambition of making the industry resilient to climate change, preserving resources and fostering inclusiveness.
WJI 2030 was founded in April 2022 by co-founders, Cartier and Kering, and has over 60 member companies within its membership today. WJI 2030 is based in Geneva, at Masion De La Paix. At WJI 2030, we firmly believe the global watch and jewellery industry faces unique opportunities to work together to make a positive impact. More information here.
Core Responsibilities
- Scheduling and Coordination: schedule appointments, manage calendars, meetings and conferences, manage travel arrangements and accommodations through travel agency for staff.
- Organizing meetings and events: manage and support arranging meetings, conferences and events. This includes booking venues, coordinating catering, preparing agendas and ensuring that all necessary materials are available.
- Conducting research: you may be asked to research various topics or projects on behalf of the organization. This can involve gathering information, analyzing data, and preparing reports or summaries for the executive’s review. Therefore, knowledge of key sustainability topics and / or of the watch and jewellery industry is a plus.
- Handling Communication: manage incoming and outgoing correspondence, including emails, phone calls and mail.
- Providing support and coordination: support the organization in various ways, such as coordinating with other team members, liaising with external stakeholders, and providing general assistance as needed to help the executive fulfill their responsibilities effectively.
- Administrative Support: provide administrative support to staff members, such as preparing briefings, documents, reports and creating presentations.
- Managing Facilities: oversee the maintenance of office facilities with IT team, logistics team where appropriate.
- Budget and Expense Tracking: support with management of office budgets and tracking expenses. This may involve reconciling invoices, monitoring spending and preparing financial reports.
Qualifications
- Bachelor degree or proven track record of experience.
- Proven experience: minimum 4-5 years, in a similar role – this can include positions such as project management roles, administrative roles, or similar.
- Certifications are a plus: certifications in administrative support or office management, or project management, such as Certified Administrative Professional (CAP) or Certified Executive Administrative Professional (CEAP) or equivalent.
- Flexibility and ability to successfully navigate within a complex multi-stakeholder environment and succeed in a fast-paced organization.
- Fluent in English and French.
- Excellent Organizational Skills: capable of managing multiple tasks, schedules and priorities effectively.
- Strong Communication Skills: possess excellent verbal and written communication skills, as you will often serve as the primary point of contact for the organisation and interact with internal and external stakeholders.
- Proficiency in Office Software: be proficient in using office software such as word processing, spreadsheet, presentation and email management programs (e.g., Microsoft Office Suite).
- Attention to Detail: have a keen eye for detail and accuracy, particularly when managing documents, scheduling appointments and handling correspondence on behalf of the executive.
- Discretion and confidentiality when it comes to sensitive information, as confidentiality must be maintained at all times.
- Problem-Solving Abilities: be resourceful and able to anticipate and address problems or challenges proactively.
- Ability to work under pressure, effectively in fast-paced environment and handle tight deadlines and competing priorities with poise and professionalism.
- Be flexible and adaptable to changing priorities and schedules, as the needs of the organization can evolve rapidly.
- Professionalism and Integrity: conduct yourself with professionalism and integrity in all interactions, representing the executive and the organization in a positive manner.
- Knowledge of key sustainability topics and / or the watch and jewellery industry is a plus.
Submit your CV and Letter of Motivation to talent@wjinitiative2030.org
