Global Meetings & Administration Specialist

International Transport Workers Federation (ITF); Greater London; On-site; GBP 28,000 - 38,000; Full time

Job summary

The ITF invites applications for an Administrator to support international conferences and governance meetings, handling logistics and administration for our maritime and global teams. You will coordinate with colleagues and partners worldwide to ensure smooth delivery of meetings, budgets, registrations, travel, visas and venue arrangements.

Key tasks include drafting and proofreading documents, minute taking, updating CRM records, processing invoices and supporting multilingual communications.

Qualifications

• Strong administrative background with excellent organisation, planning, and prioritisation under pressure.
• Ability to manage multiple tasks and projects simultaneously.
• Clear written and verbal communication with attention to detail.
• Experience with international travel arrangements.
• Able to travel internationally.
• Proficient with SharePoint, Teams, MS Office 365.
• Experience with CRM systems and data handling.
• Committed to social justice, trade union values, or mission-driven work.
• Multilingual environments experience is advantageous.
• Prior knowledge Zoom, Cvent, and Concur.
• Knowledge of Dynamics365 and Power BI.

Responsibilities

• Organising international meetings and conferences: creating registration platforms for meetings; venue sourcing; budgeting & forecasting; delegate management; managing rooming allocations, catering and AV requirements; arranging interpreters when required; booking international travel and supporting visa processes.
• Documentation: drafting and proofreading of documents; minute taking and report writing; liaising with translation coordinators to ensure timely submission; creating document packs.
• Administration: drafting, proofreading and formatting internal and external communications; processing supplier invoices; other general administrative duties.
• Membership: maintaining accurate records and updating ITF databases and CRM to ensure governance committee membership and contact records are up to date.

Skills

Meeting coordination

Budgeting

Travel arrangements

Stakeholder management

Multilingual environments

CRM data handling

Documentation drafting

Proofreading

Verbal and written communication

Independent liaison

Interpreters coordination

Tools

SharePoint

Teams

MS Office 365

CRM systems

Dynamics365

Power BI

Job description

The ITF invites applications for an Administrator to support international conferences and governance meetings, handling logistics and administration for our maritime and global teams. You will coordinate with colleagues and partners worldwide to ensure smooth delivery of meetings, budgets, registrations, travel, visas and venue arrangements.

Key tasks include drafting and proofreading documents, minute taking, updating CRM records, processing invoices and supporting multilingual communications.