Administrative & Programs Assistant (Maternity Cover)

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

We are looking for an Administrative & Programs Assistant (Maternity Cover) to support the Secretariat in Brussels. This role will focus on administration, event and membership support, and general office tasks, ensuring smooth day-to-day operations while the Chief Administrative Officer is on maternity leave.

As part of this role, you will have the exciting opportunity to travel to Lisbon for the WONCA World Conference (11-21 September 2025), gaining hands-on experience at a major international event.

What You Will Be Doing

Responsibilities of the Administrative & Programs Assistant include, but are not limited to:

1. Administrative & Office Support

• Act as the first point of contact for general inquiries.
• Assist with scheduling meetings, preparing agendas, drafting, and circulating minutes for Executive, Statutory and other Committee meetings, and other key events.
• Maintain membership records and respond to member inquiries in coordination with the Chief Executive Officer (CEO) and Finance & Operations Officer (FOO).
• Ensure accurate record-keeping across all administrative tasks. 

2. Event & Conference Logistics

• WONCA World Conference (Lisbon, 11-21 September 2025):
• Provide administrative support for the conference preparations, including hotel accommodations, booth setup, and meeting logistics.
• Participate in person at the Lisbon conference to support event execution.
• Assist in preparing documents, registration lists, and logistics for Executive Committee and Council meetings.
• Support governance-related tasks such as certifications, voting preparations, and Council documentation.
• Support in other tasks as assigned by the CEO and FOO

• Assist in preparing materials for webinars and virtual events. 

3. Programs Assistance

• Coordinate the collection and processing of WONCA Awards applications, ensuring timely distribution to the appropriate selection committees.
• Support officer nominations processes and related administrative tasks.
• Engage in other duties as assigned by the CEO and FOO. 

We’re seeking a highly organized and proactive individual with:

• 1-3 years of experience in an administrative, executive assistant, or event support role.
• A bachelor’s degree in administration, communications, or a related field (preferred but not required).
• Strong organizational and time-management skills, with the ability to juggle multiple tasks.
• Fluent English (at least C1 level).
• Proficiency in Microsoft Office (Word, Excel, Outlook) and familiarity with digital collaboration tools (Slack, Asana, Trello).
• A detail-oriented, proactive approach, with excellent communication and interpersonal skills.
• A positive, team-oriented attitude and willingness to assist with various operational tasks.

WONCA offers a fixed-term contract under Belgian law (6-9 months, depending on availability). We are seeking candidates preferably based in Brussels, as the role involves in-office collaboration and the option for remote work. We value face-to-face interaction to strengthen our team dynamics and also support work-life balance through flexible home office days.

The Secretariat office is located in Avenue des Arts, in the Brussels Madou area and is easily accessible by public transport.

Desired starting date is on 10 March.