Administrative Assistant

WSAVA people resources are provided by Kenes Association Management.
The role is available on a self-employed contractor basis only. Contractor basis are responsible for their own accounting and tax payments within the country they are based.
Location: Remote with occasional global travel.Why Kenes:
With over 60 years of expertise, Kenes Group is a global leader in creating and managing international conferences. As a Professional Conference Organizer (PCO), Association Management Company (AMC), and Continuing Education Provider (CPD/CME), we specialize in delivering world-class medical and scientific events that connect professionals, inspire collaboration, and drive progress. Our 250 team members work across the globe, combining creativity with precision to design experiences that matter. At Kenes, we value teamwork, personal growth, and work-life balance — building an environment where people can thrive both professionally and personally.

Job Summary:
The Administrative Assistant plays an important role in supporting the smooth running of WSAVA’s day-to-day activities. Working closely with the Secretariat and in collaboration with colleagues from across WSAVA, the role includes a wide range of administrative and coordination tasks.

Responsibilities:

• Responding to inbound enquiries in a timely, professional, and welcoming manner, and directing queries to the appropriate person where needed
• Supporting the planning and coordination of online and in-person meetings and events, including scheduling, logistics, preparation of materials, and follow-up actions
• Assisting with travel arrangements for Secretariat staff, Executive Board members, and volunteers, in line with WSAVA’s policies and processes
• Organizing and maintaining digital files, shared folders, and documents to ensure information is easy to find, up to date, and well managed
• Assisting with volunteer and member association recruitment, including induction and onboarding
• Preparing agendas, collating meeting papers, taking accurate minutes, and tracking actions to support effective meetings and good governance
• Providing hands-on project support across a range of WSAVA initiatives, helping to track tasks, timelines, and deliverables
• Supporting general office administration, including record keeping, updating databases, and maintaining internal documentation, such as volunteer records, job descriptions, conflicts of interest, and policies and process
• Assisting colleagues across the Secretariat with day-to-day administrative tasks and providing flexible support as priorities change
• Compliance with all WSAVA policy and processes
• Other tasks and activities which may be reasonably expected of the role.

Requirements & Experience:

• Clear and confident written and verbal communication skills in English
• Experience in an administrative, office support, or coordination role
• Strong organizational skills and the ability to manage multiple tasks at the same time
• Good attention to detail and a reliable, methodical approach to work
• Comfortable using digital tools such as email, shared document platforms, and online meeting systems
• A collaborative, supportive working style and a willingness to help where needed
• Ability to work effectively with colleagues and volunteers across different countries and time zones
• A genuine passion for companion animals and an appreciation for the work of veterinary professionals globally