Executive Assistant and Office Coordinator - VA 03/2025

The European Free Trade Association (EFTA) is an intergovernmental organisation working for the promotion of free trade and economic integration to the benefit of its four Member States Iceland, Liechtenstein, Norway, and Switzerland.  

The EFTA Secretariat provides services to the EFTA States and has offices in Geneva, Brussels, and Luxemburg. The Headquarters in Geneva services the EFTA Council and supplies services for policy development, negotiations and implementation of free trade and cooperation agreements with countries outside the European Union. The Brussels office supports the management of the Agreement on the European Economic Area (EEA) and assists the Member States in the elaboration of input to EU decision making. EFTA’s Luxemburg office contributes to the operation and development of the European Statistical system. 

This position is based at the EFTA Secretariat in Geneva and is open to nationals of all EFTA Member States (Norway, Iceland, Switzerland, and Liechtenstein) and EU Member States.

Division Secretary-General Location Geneva Lattitude 46.2197682 Longitude 6.1381131 Category/Level B5 Duration of Appointment Fixed term 3 years. If considered desirable and in the organisation’s interest, an additional three-year contract may be offered. Start Date August 2025 or earlier date if agreed Closing Date 03-03-2025 Job Reference VA 03/2025

Role Description

This role requires a blend of organizational, diplomatic, and professional competencies due to its high-level nature and multicultural context. The tasks of the Executive Assistant and Office Coordinator include:

• Carry out general management assistant duties for the Secretary-General and the Secretary-General's office (SGO).
• Be responsible for and assist with preparation of meetings, calendar appointments and travel arrangements.
• Assist in the organisation of high level external and internal events, including planning, logistics and coordination of service provision.  
• Be responsible for maintaining confidential files.
• Coordination of protocol activities.

The successful applicant might be requested to take on other administrative tasks according to the needs of the Association.

Essential Skills

• A minimum of 5 years relevant experience preferably from an international environment. 
• University degree or commercial diploma, or alternatively a high-school graduation or equivalent with 2 additional years of work experience.
• Excellence in the performance of administrative tasks.
• Strong organisational skills with a meticulous eye for detail.
• Customer-minded, responding quickly and effectively to requests.
• Project and/or event management experience.
• Ability to work under pressure with accuracy and meet tight deadlines.
• Ability to communicate with representatives of governments and state agencies with tact and courtesy.
• Pro-active approach, taking the initiative to improve office routines and services.
• Ability to maintain confidentiality and exercise discretion.
• Excellent command of written and spoken English and French.
• Strong proficiency in Microsoft 365 Office: Outlook, Word, Excel, Power Point.
• Exceptional time management and multitasking abilities.
• Proficiency in scheduling, calendar management, and travel coordination.

Ideal Skills

• Knowledge of other EFTA and EU languages is an asset.
• Proficiency in Microsoft SharePoint would be an asset. 
• Good understanding of diplomatic protocols and etiquette.
• Strong interpersonal skills while comfortable to work independently as well within a small team.
• Cultural awareness and the ability to navigate complex cross-cultural interactions with tact.

Employment Terms

As an organization committed to diversity, we understand the transformative power of varied perspectives. We invite you to bring your unique insights and innovative ideas to the table, contributing to a more inclusive and progressive future.   

EFTA has a dynamic and diverse work environment with the opportunity to work in a team of highly qualified people. Here you will be part of an organisation based on professionalism, cooperation, trust, responsibility, and respect.   

EFTA also offers:  

• International career and learning opportunities.  

• An inclusive environment with high regard for cultural differences.  

• Competitive benefits package (salaries are normally exempt from income taxation; additional benefits and allowances may apply). 

Grade: B5
Annual salary: CHF 101,886 

Appointments are made at the first step of the grade. The Secretary-General reserves the right to appoint a candidate at a level different from that advertised.  

EFTA is an international organisation, and the salaries and related payments are normally exempt from income taxation by the EFTA States and the host states of the EFTA duty stations. Depending on the candidate’s family status, benefits and allowances may apply. 

Applicants must be nationals of one of the EFTA Member States (Iceland, Liechtenstein, Norway, and Switzerland) or an EU Member State.

Applicants must apply online via the e-recruitment tool.
Please note that only applications received via our web tool will be considered. 

For further information on process & technical issues: HR Support, [email protected]; tel. +32 2 28 61 709 

Deadline for applications: 3 March 2025