The Executive Administrative Assistant will play a crucial role in supporting the International Cancer Foundation (ICF)’s operations by ensuring the smooth execution of administrative processes. This position requires strong organisational, communication, and multitasking skills and the ability to collaborate with multiple departments.

His-her daily interlocutors will be the ICF Executive Director, European Society of Medical Oncology's Finance Department and General Services.

This part-time position has a workload of 20% to 40% FTE.

The position is based in Lugano, but a remote work arrangement is possible.

Responsibilities will entail the following :

Mailbox Management

• Oversee the daily management of the official email account: enquiries@internationalcancerfoundation.org.
• Respond to simple queries or redirect more complex requests to the Executive Director.
• Maintain a well-organised system for tracking and archiving correspondence.

Clinical Unit Visit Program Coordination

• Serve as the primary point of contact for applicants, fellows, and mentors.
• Oversee the daily administration of the program, including:
• Follow-up and management of grant agreements.
• Processing and tracking grant payments.
• Issuing visa support letters to fellows, when required.
• Managing reimbursements for travel costs in collaboration with the Finance Department.

Project and Contact Requests

• Sort and evaluate project-related requests and incoming correspondence.
• Direct relevant inquiries to the Executive Director or appropriate stakeholders.

Website Monitoring

• Regularly review the Foundation’s website to ensure all links are functional.
• Monitor and address any system errors or technical issues reported.

Financial Monitoring

• Support tracking and recording of expenses related to the Foundation’s operations and programs.
• Assist with budget preparation and financial reports, as needed.

Executive Support

Provide administrative support to the Executive Director for specific tasks or missions, as determined by the Foundation’s needs and the assistant’s capacity.

Qualifications & Skills

• Bachelor’s degree in business administration, Public Health, or a related field preferred.
• Experience in website management or monitoring is a plus (Wordpress)
• Proficiency in Microsoft Office Suite and email management tools.
• Excellent written and verbal communication skills.
• Basic understanding of budget tracking and financial processes.
• At least 2 years of experience in administrative support, program coordination, or a similar role. Experience in non-profit or international organisations is an advantage.

Competencies:

• Strong interpersonal and collaboration skills.
• Solid organisational and multitasking skills.
• Proactive and solution-oriented mindset.
• Ability to maintain confidentiality and handle sensitive information.
• Adaptability and willingness to take on varied responsibilities.

Language skills:

English: Fluent or working proficiency required.

Italian and/or German: an asset