Administrative Assistant, Government Relations

Group: Government Relations

Reports to: Director, Government Relations

Location: WADA Headquarters, Montreal, Canada

Posting deadline: 20 June 2025

WHO WE ARE

The World Anti-Doping Agency (WADA) was established in 1999 as an international independent agency to lead a collaborative worldwide movement for doping-free sport. As the global regulatory body, WADA’s primary role is to develop, harmonize and coordinate anti-doping rules and policies across all sports and countries. Our key activities include: scientific and social science research; education; intelligence & investigations; development of anti-doping capacity; and, monitoring of compliance with the World Anti-Doping Program.

POSITION OVERVIEW

The Administrative Assistant will play a key role in ensuring the smooth operation of the Government Relations team by providing comprehensive administrative and logistical support.

KEY RESPONSIBILITIES

• Handle travel authorizations, expense claims, reconciliations, purchase orders, and payment processing;
• Draft correspondence, including emails, letters, and memos for internal and external communication;
• Organize and manage documents in SharePoint;
• Coordinate travel arrangements and logistics for the team;
• Review or prepare PowerPoint presentations as required;
• Organize and coordinate meetings and teleconferences;
• Assist in the update of a database of government contacts using Netsuite;
• Contribute to the development/format/update PowerPoint decks, Excel spreadsheets, Word documents, etc. ensuring compliance with WADA’s branding guidelines (nominated as Brand Guardian);
• Contribute to the development of fiches for bilateral meetings by maintaining a positive flow of communication between departments to assemble relevant information;
• Contribute Government Relations meetings to an organizational meeting calendar;
• Where required, assist in administrative tasks for Government meetings (virtual and/or in-person), focusing on the logistical components;
• Perform other duties as requested by the Director, Government Relations.

QUALIFICATIONS AND SKILLS

• 3-5 years of experience as an administrative assistant;
• Exceptional organizational skills with keen attention to details;
• Proven ability to effectively prioritize tasks in fast-paced environments;
• Self-motivated with a strong sense of initiative and problem-solving abilities;
• Collaborative team player with excellent interpersonal and communication skills;
• Excellent oral and written skills in one of the two WADA official languages (English/French) and very good command of the other official language. Additional languages are an asset;
• Experience preparing expense claims, coordinating travel, organizing meetings, updating databases and other related administrative duties;
• Proficiency with MS Office (SharePoint (considered an asset), Outlook, advanced Word, advanced Excel and advanced PowerPoint);
• Fit with organizational culture: Teamwork, team spirit and love of sport;
• Aligned with WADA core values: Integrity, Openness, Excellence.

WHAT WE OFFER

• Competitive Benefits Package.

Vision: WADA’s vision is a world where all athletes compete in a doping-free sporting environment.

Mission: WADA's mission is to lead a collaborative worldwide movement for doping-free sport.

About us: WADA is headquartered in Montreal, Canada and has regional offices in Cape Town, South Africa; Lausanne, Switzerland; Montevideo, Uruguay; Tokyo, Japan and the office of the President in Warsaw, Poland. As of December 2024, the Agency employs approximately 180 employees and is represented by 56 nationalities. We value the diversity of our employees – current and future – that, as a global team, endeavor every day to protect the rights of clean athletes worldwide.

The masculine is used in our communications for the sole purpose of lightening the text and it designates all genders. WADA believes in the success of an inclusive organization that values diversity within its team. All qualified candidates will be considered for this position in a fair manner. WADA would like to thank all candidates who have shown an interest by applying for a position. However, after a thorough profile review, only the retained candidates will be contacted.