Senior Assistant Administration

IATA Consulting; Genf; Hybrid; CHF 75,000 - 105,000; Full time

Job summary

IATA Geneva Administration team seeks a Senior Administration Assistant to ensure efficient day-to-day workplace services, procurement administration, and executive support in a dynamic international setting.

You will coordinate logistics for VIP delegations, support SAP-based P2P processes, and contribute to continuous improvement of processes and tools while collaborating with multiple internal teams.

Qualifications

• Diploma or qualification in Business Administration, Office Management, or related field.
• Minimum 3 years of experience in a senior administrative, office management, facilities, or customer service role.
• Proven experience with SAP procurement modules (PRs, POs, GRs) and procurement workflows.
• Experience supporting conferences, events, executive services, and office operations.
• Fluency in English; working proficiency in French; additional languages are a plus.

Responsibilities

• Coordinate international relocations and mobility activities.
• Oversee outsourced mailroom services and document logistics.
• Support parking management and workplace services administration.
• Manage inventory, records, and distribution of branded merchandise.
• Provide back-up support across administrative functions as required.

Skills

Customer service

SAP procurement

Office administration

Event support

Education

Diploma in Business Administration

Job description

Employment Type:Permanent Contract Duration:

Why you will love working here

At IATA, we represent over 350 airlines worldwide, striving to makeaviation safer, smarter, more sustainable, and inclusive.

• Our Values are not just words on a page - they are the energy behind everything we do: ONE IATA - We collaborate across teams, TRUSTED -We do the right thing, INNOVATIVE -We make tomorrow better, INCLUSIVE -We embrace diverse perspectives.
• With over 30,000 courses available, we believe in continuous learning and support your growth in an ever-changing industry.
• Diversity, equity, and inclusion are our priorities. We are certified by the Equal Salary Foundation, offering equal pay and family-friendly policies.
• We encourage community involvement through volunteering and strive to make tomorrow better for aviation and our communities. We offer time off so you can support causes important to you.
• We promote work-life balance with flexible work options, including remote and hybrid work, a generous 'work from abroad' policy, and you get your birthday off!

About the team you are joining

You will join the Geneva Administration team, a dynamic and service-oriented team supporting the day-to-day operations of the IATA Geneva office. The team provides a broad range of administrative and operational services, including Conference Center activities, office and reception support, access management, and coordination of administrative processes.

The team works closely with colleagues across IATA and plays an important role in ensuring smooth and efficient office operations. You will join a collaborative environment where customer service, teamwork, continuous improvement and digitalization are key priorities.

What your day would be like

The Senior Administration Assistant plays a key role in supporting the day-to-day operations of the Administration function, ensuring the efficient delivery of workplace services, customerservice, purchasing administration, and executive support activities.

The successful candidate will be a highly proactive, energetic, service-oriented professional who thrives in a dynamic international environment. In addition to strong administrative capabilities, the role requires expertise in SAP processes, a continuous improvement mindset, openness to new technologies including ArtificialIntelligence (AI), and the ability to challenge the status quo to drive operational excellence.

The key responsibilities are:

Administrative Operations

• Support the coordination of international relocations and mobility activities.
• Assist in overseeing outsourced mailroom services and document logistics.
• Support parking management and workplace services administration.
• Manage the inventory, sales, stock control, and distribution of branded corporate merchandise.
• Maintain records, archives, and document repositories, both on-site and off-site.
• Support visa processes for Geneva-based staff, ensuring urgent requests are handled efficiently.
• Coordinate cleaning service providers and monitor service quality standards.
• Provide back-up support across various administrative functions whenever required.

Administration and Customer Service

• Deliver outstanding internal customer service and act as a trusted point of contact for staff, visitors, suppliers, and stakeholders.
• Coordinate the resolution of maintenance and technical issues with the relevant service providers and internal teams.
• Support the development and delivery of concierge-style services for staff, including assistance with yearly vaccination campaign.
• Support ad hoc requests from the Administration team, technical team, security, catering providers, and senior management.

SAP

• Act as a key focal point for ptp administration activities.
• Create, process, monitor, and manage Purchase Requisitions (PRs), Purchase Orders (POs), Goods Receipts (GRs), and related transactions in SAP.
• Ensure ptp activities comply with organizational policies, approval workflows, and financial controls.
• Monitor open POs and outstanding deliveries, proactively following up with suppliers and stakeholders.
• Support vendor coordination and invoice reconciliation processes.
• Maintain accurate ptp data and documentation.

Executive Support

• Assist MC members document notarization, passport renewals, vehicle servicing coordination, and other executive support activities.
• Support transportation and logistical coordination for Board meetings, executive visits, and VIP delegations.

Continuous Improvement, Innovation and Digital Transformation

• Suggest improvements to administrative and ptp processes and service delivery.
• Support the implementation of process, system and technology enhancements.
• Use digital tools and systems to improve efficiency and collaboration.
• Assist with testing, documentation, and rollout of new processes and tools.
• Escalate process issues and improvement opportunities as appropriate.

We would love to hear from you if

• Diploma or qualification in Business Administration, Office Management, Hospitality Management, Facilities Management, or a related field, OR
• Minimum 3 years of experience in a senior administrative, office management, facilities, workplace services, or customer service role.
• Proven experience working with SAP procurement modules, including Purchase Requisitions (PRs), Purchase Orders (POs), Goods Receipts (GRs), supplier coordination, and procurement workflows.
• Experience supporting conferences, events, executive services, and office operations.
• Strong customer service orientation with the ability to interact confidently with staff at all levels.
• Experience working in an international and multicultural environment is highly desirable.
• Fluency in English and working proficiency in French required; additional languages are an asset.

Travel Required: N