Administrative Assistant (50% – Monday to Friday mornings)

The World Heart Federation (WHF) is an umbrella organization representing the global cardiovascular community, uniting patient, medical, and scientific groups. Our advocacy and convening roles help us empower our members to prevent and control cardiovascular disease. WHF influences policies and shares knowledge to promote cardiovascular health for everyone. For more information, visit https://www.world-heart-federation.org

At the center of our work, we place strong values that our employees convey on a everyday basis:

Care: We look after the interests and hearts of people living with CVD, the wider heart community, our team, volunteers, and Members.

Equity: We fight regional, social, economic, and gender-based inequalities in cardiovascular health.

Community: We strive to build a global network beyond barriers by providing a platform where all voices are heard.

Integrity: We conduct our work ethically, in a way that is transparent, evidence-based, and without bias.

Aspiration: We want to mobilize and inspire everyone to live a healthy life and have access to the environment and care they need.

Do you recognize yourself in these values, and do you want to participate in the good mission of our federation?

As an Administrative Assistant, we offer you a dynamic working environment where your work contributes to an internationally recognized cause. You will be an essential member of our team, ensuring that the day-to-day operations of the office run smoothly and that colleagues receive the support they need to focus on creating global impact.

This is an ideal opportunity for someone who enjoys helping others, thrives in a collaborative environment, and finds satisfaction in keeping things organized and running efficiently.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• • Providing administrative support across the organization.

• • Providing administrative support for the CEO and the Board of Directors: Schedule meetings and conference calls; Prepare meeting documentation and distribute papers; Assist with agendas and meeting logistics; Maintain Board and Committee contact lists.

• • Coordinating meetings, calendars and travel arrangements, itineraries, accommodation, visas (where applicable) and logistics for staff, Board members and invited guests.

• • Preparing correspondence, presentations, and other documents.

• • Supporting the organization of internal meetings, workshops, and international events.

• • Maintaining office administration and liaising with suppliers and service providers, (cleaning, Swisscom, office maintenance)

• • Assisting with finance and HR administrative processes when needed, including invoice processing, expense reporting, purchase orders, credit card reconciliation

• • Supporting projects and teams with a variety of administrative tasks.

• • Contributing to a welcoming, efficient, and positive working environment.

QUALIFICATIONS AND SKILLS REQUIRED

• • Previous experience (3-5 years prior experience) in an administrative or office support role.

• • Interest in global health and impact-driven work across geographies, generations, and areas

• • Ability to work collaboratively across multicultural teams and topics.

• • Excellent organizational skills and strong attention to detail.

• • A proactive and solution-oriented mindset.

• • The ability to manage multiple priorities while remaining calm and flexible.

• • Excellent communication and interpersonal skills.

• • Strong proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).

• • Fluency in English, both written and spoken. French is an asset.

• • Eligibility to work in Switzerland.

Why join us?

Joining the World Heart Federation means becoming part of a small, international, and passionate team of around twenty colleagues based in Geneva. Every role matter, every contribution is valued, and collaboration is at the heart of how we work.

Deadline: 15 august 2026