ITF Administrator - Global/Maritime (Multiple Vacancies)

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

As an ITF Administrator you will play a key part in supporting the operational delivery of international conferences and governance meetings in line with the organisational constitution and contributing to the success of the maritime sections organisational work programme. You will work with colleagues and external stakeholders worldwide to ensure the smooth delivery of the administration function, including the logistical aspects of our global activities, meetings and conferences.,

• Organising international meetings and conferences: creating registration platforms for meetings; venue sourcing; budgeting & forecasting; delegate management; managing rooming allocations, catering and audio-video (AV) requirements; arranging interpreters when required; booking international travel and supporting visa processes.
• Documentation: assisting with the drafting and proofreading of documents for meetings and conferences in line with the appropriate templates and procedures; minute taking and report writing at committee level; liaising with the in-house translation coordinators to ensure documents are submitted on time and dealing with related queries; creating document packs for meetings and conferences.
• Administration: drafting, proofreading and formatting internal and external communications in line with ITF templates and standards; processing supplier invoices; other general administrative duties as required.
• Membership: maintaining accurate records and updating ITF databases and other tools, including CRM, to ensure governance committee membership and contact records are up-to date., Are you passionate about delivering high-quality administrative support in a global context? The ITF is looking for several proactive and detail-oriented Administrators to join our Maritime and Global Administration teams., We are looking for a highly organised individual to support the delivery of the ITF sections' organisational work programme. With responsibility for organising meetings and conferences and providing administrative support, you will need the following to be successful in this role:
• Strong administrative background with excellent organisation, planning, and prioritisation under pressure.
• Able to manage multiple tasks and projects simultaneously, with flexibility in working as part of a wider team.
• Clear, accurate written and verbal communication with attention to detail.
• Confident working with diverse stakeholders and in multilingual environments (other languages an asset).
• Solid numerical skills, including budgeting and expense reporting.
• Experience with international travel arrangements.
• Works independently and effectively as a liaison for global partners.
• Calm, adaptable problem-solver focused on improving processes.
• Proficient with SharePoint, Teams, MS Office 365,
• Experienced with CRM systems and data handling.
• Able and willing to travel internationally.
• Committed to social justice, trade union values, or mission-driven work.
• You may also have:
• Prior knowledge and experience Zoom, Cvent, and Concur.
• Prior experience with Dynamics365 and Power BI.