Job Posting: Research & Administrative Assistant to the International Coordinator

Join WIEGO as Research & Administrative Assistant to the International Coordinator

WIEGO seeks an experienced, motivated administrator/personal assistant to work with its International Coordinator beginning in February 2018. The role is expected to require 3 to 4 days per week on average, plus occasional international travel to key WIEGO events. Priority consideration will be given to applicants currently based in Rome, Italy, but applicants from elsewhere will also be considered on a very limited basis


Writing and Publications:

  • Literature searches and preparation of reference lists
  • Bibliography management and article indexing
  • Proofreading, copy editing and formatting publications
  • Writing summary text drawn from research publications

Travel Support:

  • Travel arrangements including bank and telephone notifications
  • Preparation and processing of expense reports and reimbursement claims
  • Processing visa applications

Financial Support:

  • Track contracts and reimbursements for commissioned work
  • Manage credit card, cellular telephone accounts

IT and Social Media Support:

  • Use of and troubleshooting of key software packages
  • Other IT support for MacBook and iPhone
  • Support for standard social media channels

Meetings and Event Support:

  • Compile and format binders, edit and arrange for printing and dissemination, and deliver binders to meetings & events
  • Arrange and deliver all other printing of materials required for meetings, in coordination with the communications team
  • Purchase and carry materials (supplies, gifts, banners, etc.) to meetings & events
  • Address on-going printing needs during meetings for all WIEGO team members
  • Provide assistance to all WIEGO team members during meetings

General Support:

  • Calendar and document management
  • Meeting notes as requested and other admin tasks as required


  • Minimum 3-5 years previous experience working as an administrator/personal assistant in a non-profit or academic environment
  • Excellent English-language skills; other languages (Spanish, French) an asset
  • Strong interpersonal skills
  • Strong orientation towards attention to detail and strong valuation of administrative skills
  • Good knowledge of and prior experience with the full Microsoft Office suite (Word, Excel, PowerPoint)
  • Knowledge and experience troubleshooting Mac computers and software
  • Ideally, prior experience working with Google B-suite tools (email, Chrome, Chrome extensions, Google Translate)
  • Basic social media knowledge and willingness to learn
  • Self-motivated and proactive with a problem-solving perspective
  • Ability to work well across multiple cultures within a virtual network
  • For candidates possessing all of the above, a Masters-level education in international affairs or development will be an additional asset

To be considered for this position, please send CV and cover letter to by 5pm CET on Friday, January 26, 2018.