Role Description

The Administrative Assistant plays an important role in supporting the smooth running of WSAVA’s day-to-day activities. Working closely with the Secretariat and in collaboration with colleagues from across WSAVA, the role includes a wide range of administrative and coordination tasks.

• Responding to inbound enquiries in a timely, professional, and welcoming manner, and directing queries to the appropriate person where needed
• Supporting the planning and coordination of online and in-person meetings and events, including scheduling, logistics, preparation of materials, and follow-up actions
• Assisting with travel arrangements for Secretariat staff, Executive Board members, and volunteers, in line with WSAVA’s policies and processes
• Organizing and maintaining digital files, shared folders, and documents to ensure information is easy to find, up to date, and well managed
• Assisting with volunteer and member association recruitment, including induction and onboarding
• Preparing agendas, collating meeting papers, taking accurate minutes, and tracking actions to support effective meetings and good governance
• Providing hands-on project support across a range of WSAVA initiatives, helping to track tasks, timelines, and deliverables
• Supporting general office administration, including record keeping, updating databases, and maintaining internal documentation, such as volunteer records, job descriptions, conflicts of interest, and policies and processes
• Assisting colleagues across the Secretariat with day-to-day administrative tasks and providing flexible support as priorities change
• Compliance with all WSAVA policy and processes
• Other tasks and activities which may be reasonably expected of the role

Qualifications

• Clear and confident written and verbal communication skills in English
• Experience in an administrative, office support, or coordination role
• Strong organizational skills and the ability to manage multiple tasks at the same time
• Good attention to detail and a reliable, methodical approach to work
• Comfortable using digital tools such as email, shared document platforms, and online meeting systems
• A collaborative, supportive working style and a willingness to help where needed
• Ability to work effectively with colleagues and volunteers across different countries and time zones
• A genuine passion for companion animals and an appreciation for the work of veterinary professionals globally

Requirements

• If you are interested in this position, please submit your CV in English.
• Only shortlisted candidates will be contacted.
• All documents will be treated with the strictest confidentiality.