Administrative & Office Assistant

About WONCA

The World Organization of Family Doctors (WONCA) is a global not-for-profit professional organization representing family doctors from over 115 countries (www.globalfamilydoctor.com). Our mission is to improve health and quality of life by strengthening family medicine and primary healthcare worldwide.

About the Role

WONCA is looking for a highly organized and adaptable Administrative & Office Assistant to join its Secretariat in Brussels. This is a dynamic and multifaceted role, providing direct personal assistant (PA) support to the CEO, while also assisting key Secretariat functions, including Finance & Operations, Communications, and the Chief Administrative Officer.

This is a fantastic opportunity for someone who is interested in working in associations, enjoys varied responsibilities, works well independently, and thrives in a small, international team.

Key Responsibilities

1. Executive & Office Support

• Serve as PA to the CEO, managing calendars, appointments, meeting logistics, travel arrangements, and correspondence.
• Draft, format, and proofread documents and presentations.
• Serve as the Secretariat’s main point of contact for queries and external communication.
• Manage the general Secretariat email inbox, ensuring timely responses and proper follow-up.
• Take minutes at board and executive meetings.

2. Support to Secretariat Functions

• Finance & Operations: 
• Assist with routine administrative financial tasks such as processing invoices, tracking payments, preparing supporting documentation, and handling expense claims.
• Organise and take minutes for internal team meetings.
• Support general office management (e.g., preparing team activities, logistics, IT coordination).
• Maintain and update internal databases (e.g., contacts, memberships, partnerships).
• Administration: 
• Provide administrative support in the management of Executive, Statutory and other Committee meetings
• Support the preparation and logistics for internal and external meetings (both virtual and in-person).
• Assist with travel planning and booking for Secretariat staff and governance meetings.
• Provide on-site support at major WONCA events, which may include occasional international travel.
• Communications & Community Engagement: 
• Assist with logistical coordination for newsletters, webinars, campaigns, and website updates.
• Support basic content preparation and administrative follow-up related to communications activities.
• Support community engagement on WONCA’s online membership portal.

Candidate Profile

We are seeking an individual who brings:

• At least 3 years of working experience in an administrative or personal assistant role.
• Experience in working with associations or willingness to work in such an environment. 
• A Bachelor’s degree in Administration, Communications, or a related field (preferred).
• Excellent English skills (written and spoken), minimum C1 level. A second foreign language is highly desirable.
• Strong command of Microsoft Office (Word, Excel, Outlook); comfort with tools like Slack, Asana, Trello is a plus.
• High attention to detail, strong organizational skills, and ability to handle multiple responsibilities independently.
• A proactive, professional, and discreet attitude.
• A positive, collaborative mindset and willingness to support various functions.

What We Offer

• An initial up to 12-month contract under Belgian employment law, with the potential for renewal and longer-term career development.
• A salary between €2,500 and €3,000 gross depending on skills and experience, complemented by a benefits package including: DKV hospitalization insurance, meal vouchers, Monthly reimbursement of public transportation costs.
• A hybrid working model, while encouraging regular in-office collaboration. Preference will be given to candidates based in Brussels or nearby.
• A multicultural, international team environment, where your work supports a global mission to improve health through family medicine and primary care.
• Opportunities to gain hands-on experience in high-level administrative work, support international governance structures, and possibility to participate in global events (including travel to the 2025 WONCA World Conference in Lisbon).
• A healthy work-life balance, a collaborative and supportive team structure, and the chance to build transferable skills in operations, communications, and executive support.

How to Apply

WONCA is committed to creating a diverse and inclusive working environment. Candidates from all backgrounds are encouraged to apply.

To apply visit https://apply.workable.com/wonca/ and send your CV and cover letter (maximum one page) explaining why you are interested in this post and how your skills and experience make you suitable for the post. Early applications are encouraged, as interviews may be held on a rolling basis.

Your application must be received by 5 June 2025, 17:00 CET. Incomplete or late applications will not be considered. Only well-qualified candidates will be invited for an interview. Interviews will start before the aforementioned deadline.

For inquiries, contact: jobs@wonca.com