Mobility Project Assistant

About the job

Mobility Project Assistant (Geneva - Switzerland)

Join the FIA at the heart of mobility and governance and take on a role where administrative excellence has an impact on international progress!

As Mobility Project Assistant, you will act as the crucial administrative backbone of the Mobility, Sustainability & Tourism Division. This is a key role where your precision ensures that official processes are respected, statutes are complied with, and the foundational administration driving the FIA’s global mobility decisions is executed flawlessly.

Based in Geneva within a dynamic and international environment, you will work on committee administrative lifecycles, coordinate impactful global working groups and support the team with an execution-focused, proactive approach.

MISSIONS AND RESPONSIBILITIES:

Governance and Commission Secretariat Support

• Coordinate the rigorous administrative preparation of key commission and statutory meetings, including the WCAMT, ProCom, CHI and FMC.
• Prepare, compile, and quality-control official agendas, Business Papers, presentation and multi-version meeting documentation in close compliance with internal statutes and processes.
• Create meeting retroplanning, maintaining composed focus during peak preparation cycles to ensure timely documentation circulation.
• Coordinate meeting logistics for virtual, hybrid and in-person meetings.
• Maintain commission records, archives, attendance lists and governance documentation.
• Support voting procedures and follow-up of decisions and action points.
• Review and support preparation of meeting minutes and records.

Executive and Team Administrative Support

• Provide administrative support to the Executive Assistant and Mobility & Sustainability leadership team.
• Support travel planning, meeting scheduling and calendar coordination of the Secretary General for Automobile Mobility and Sustainability.
• Assist with preparation of conference schedules, briefing materials and logistical arrangements.
• Coordinate team administration activities
• Support ad hoc administrative requests and urgent priorities.

Youth Working Group Coordination

• Coordinate the International Historical Commission (CHI) Youth Working Group and support implementation of its workplan.
• Organise monthly meetings and prepare agendas and supporting materials.
• Track progress across working group initiatives and coordinate contributors.
• Support development of youth-focused tools, databases, communities and engagement initiatives.

Operational Administration

• Coordinate invoice tracking and approval processes.
• Maintain SharePoint sites, document repositories and team trackers.
• Support knowledge management and document organisation across the Division.
• Coordinate with Finance, Events, Legal, Communications and other internal stakeholders as required.

PROFILE:

• Master’s degree in business administration, international relations or related field
• 2 to 3 years of relevant experience in an administrative, coordination or project support role in an international organisation or membership-based environment.
• Strong organisational skills and exceptional attention to detail.
• Advanced MS Office skills, particularly Word, PowerPoint and Outlook.
• Experience coordinating governance processes, committees or senior-level meetings.
• Ability to manage large volumes of documentation accurately and under tight deadlines and confidentiality.
• Strong stakeholder coordination and follow-up skills.
• Comfortable balancing routine administrative responsibilities with project-based initiatives.
• Fluency in english is required, fluency in French is an advantage.

Deadline to Apply: June 18th, 2026

Desired Starting date: August 1st 2026

If you are interested, please send us your application in pdf format !

The FIA is an equal opportunity employer committed to building a diverse and inclusive workforce. We welcome and encourage applications from all qualified candidates.