Mobility Project Assistant Geneva - Switzerland

MISSIONS AND RESPONSIBILITIES:

Governance and Commission Secretariat Support

• Coordinate the rigorous administrative preparation of key commission and statutory meetings, including the WCAMT, ProCom, CHI and FMC.


• Prepare, compile, and quality\-control official agendas, Business Papers, presentation and multi\-version meeting documentation in close compliance with internal statutes and processes.


• Create meeting retroplanning, maintaining composed focus during peak preparation cycles to ensure timely documentation circulation.


• Coordinate meeting logistics for virtual, hybrid and in\-person meetings.


• Maintain commission records, archives, attendance lists and governance documentation.


• Support voting procedures and follow\-up of decisions and action points.

Review and support preparation of meeting minutes and records.

• Executive and Team Administrative Support


• Provide administrative support to the Executive Assistant and Mobility \& Sustainability leadership team.


• Support travel planning, meeting scheduling and calendar coordination of the Secretary General for Automobile Mobility and Sustainability.


• Assist with preparation of conference schedules, briefing materials and logistical arrangements.


• Coordinate team administration activities

Support ad hoc administrative requests and urgent priorities.

• Youth Working Group Coordination


• Coordinate the International Historical Commission (CHI) Youth Working Group and support implementation of its workplan.


• Organise monthly meetings and prepare agendas and supporting materials.


• Track progress across working group initiatives and coordinate contributors.

Support development of youth\-focused tools, databases, communities and engagement initiatives.

• Operational Administration


• Coordinate invoice tracking and approval processes.


• Maintain SharePoint sites, document repositories and team trackers.


• Support knowledge management and document organisation across the Division.


• Coordinate with Finance, Events, Legal, Communications and other internal stakeholders as required.

PROFILE:

• Master’s degree in business administration, international relations or related field


• 2 to 3 years of relevant experience in an administrative, coordination or project support role in an international organisation or membership\-based environment.


• Strong organisational skills and exceptional attention to detail.


• Advanced MS Office skills, particularly Word, PowerPoint and Outlook.


• Experience coordinating governance processes, committees or senior\-level meetings.


• Ability to manage large volumes of documentation accurately and under tight deadlines and confidentiality.


• Strong stakeholder coordination and follow\-up skills.


• Comfortable balancing routine administrative responsibilities with project\-based initiatives.

Fluency in english is required, fluency in French is an advantage.

• Deadline to Apply: June 18th, 2026

Desired Starting date: August 1st 2026

If you are interested, please send us your application in pdf format !

*The FIA is an equal opportunity employer committed to building a diverse and inclusive workforce. We welcome and encourage applications from all qualified candidates.*

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