Job Description: Personal Assistant to the CEO 

The Personal Assistant supports IOF operations by providing a full range of support services to the CEO to ensure that the office runs smoothly and effectively, using creativity, leadership, communication and organizational skills. The professional image of the organization must be maintained at all times and at a high level.

Juggling the administrative support for top management is a challenging task and requires a high degree of flexibility with regard to both working hours and practices in order to meet deadlines/timescales.  

The Personal Assistant will be the first point of contact for many internal and external stakeholders, managing, delegating and directing queries to the most appropriate resource within IOF’s wide network of partners. The responsibilities of this position encompass three functional areas: Office Secretariat (CEO assistance), Board & EXCO Management and Committee of National Societies Coordination.

CEO Assistance 

Tasks related to the secretarial assistance to the IOF management are an essential part of this job holder’s duties. It requires great skill to juggle last-minute requests:
•    Reading, monitoring and responding to CEO’s emails,
•    Answering calls,
•    Preparing correspondence on CEO’s behalf,
•    Delegating work in CEO’s absence,
•    Diary management,
•    Planning and organising meetings,
•    Organising travel and preparing complex travel itineraries,
•    Taking action points and writing minutes,
•    Preparing papers for meetings,
•    Taking dictation,
•    Conducting research,
•    Drafting communications on CEO’s behalf,
•    Preparing presentations

Board & EXCO 
Tasks include, but are not limited to:
•    Sending communications to Board and EXCO
•    Organizing Board and EXCO Meetings 
•    Developing relationship as “go-to” person for the Board and EXCO

Accounting Coordinator 
Responsibilities related to the office legalities and financials include:  
•    Coordinating with lawyers for issues related to Swiss Registry, legal issues 
•    Maintain registry of IOF Contacts
•    Other legal tasks as required (real estate, trademark)
•    Accounting
•    Management of accounts payable/receivable
•    Budgeting
•    Provide relevant account status information as well monitor cash flow, incoming funds and forecast for the next payments
•    Follow-up on all budgets and liaise with relevant budget holders
•    Treasury
•    Reconcile bank advices 
•    Issue invoices
•    Manage to liaise with CNS/CCA enquiries, follow up with agreements/sponsorship
•    Annual fees invoice issued for CNS and CCA membership
•    Monitor outstanding invoices are paid on time (follow up if necessary)
•    Reconcile-collate-record CS credit advice 

How to Apply

Interested candidates should send their resumes and a letter of interest to Caroline Coolen, IOF COO, at caroline.coolen@osteoporosis.foundation

We are seeking to fill this position at the earliest possible opportunity.