United States of America: Local Office Assistant – AIDS 2020

By International AIDS Society Organization: International AIDS Society
Country: United States of America
Closing date: 05 Nov 2018

About the IAS:

The mission of the International AIDS Society (IAS) is to lead collective action on every front of the global HIV response through its membership base, scientific authority, and convening power.

Founded in 1988, the IAS is the world’s largest association of HIV professionals, with members from more than 180 countries working on all fronts of the global AIDS response. Together, we advocate and drive urgent action to reduce the global impact of HIV.

The IAS is the steward of the world’s two most prestigious HIV conferences – the International AIDS Conference and the IAS Conference on HIV Science. These conferences have established a gold-standard meeting that convenes the world’s top scientists, civil society members and policymakers to jointly discuss the fight against HIV.

We promote and invest in HIV advocacy and research on key issue areas through our strategic programmes, initiatives, and campaigns that advocate for urgent action to reduce the global impact of HIV, including increased investment in HIV cure research; optimizing treatment and care for infants, children and adolescents with HIV in resource-limited settings; preventing and treating HIV-related co-infections; and expanding access to prevention, treatment and care for key populations at higher risk for HIV – such as men who have sex with men, people who inject drugs, sex workers and transgender individuals – including protecting their human rights by combatting punitive laws and discriminatory policies.

More information on IAS can be found at www.iasociety.org.

About AIDS 2020:

The International AIDS Conference is the largest gathering on HIV and AIDS in the world. First convened during the peak of the AIDS epidemic in 1985, it continues to provide a unique forum for the intersection of science, advocacy and human rights. Each conference is an opportunity to strengthen policies and programmes that ensure an evidence-based response to the epidemic. The conference also serves as a focal point to intensify political and financial commitments to AIDS. The 23rd International AIDS Conference (AIDS 2020) will take place in San Francisco and Oakland, US, on 6-10 July 2020. It is expected to convene nearly 20,000 delegates from more than 170 countries.

For more information, visit www.aids2020.org.

Details of Employment:

The Local Office Assistant position will be based in San Francisco, California and report to the Head of Local Office (HLO). The position is full-time and fixed-term to start from January 2019 to 30 November 2020.

Purpose of the Position:

The incumbent will be responsible for supporting the Head of Local Office, the AIDS 2020 secretariat, and conference projects.

Main Responsibilities:

  • Providing administrative support to HLO and Local Office team
  • Managing coordination of meetings, scheduling, travel, and other administrative tasks
  • Assisting in all Office Management-related administration, including managing office supplies during the conference
  • Supporting HLO and line managers in recruitment of local staff, including scheduling interviews, monitoring tests, taking references, on-boarding, etc.
  • Maintaining basic general accounting functions (petty cash account)
  • Providing financial support such as verifying accuracy of information provided on invoices payable (payment details, budget line, signatures) and processing invoices’ payments
  • Supporting conference projects such as the Positive Lounge and engagement tours in consultation with the Conference Director and HLO
  • Performing specific projects and other tasks determined in consultation with the HLO.

Academic Qualifications:

  • A degree or diploma in business administration, HR, events or hospitality management or a related field is favorable.

Work Experience:

  • Previous experience as an executive or administrative assistant is prioritized
  • Previous experience in accounting or human resources would be an asset.


  • Ability to work independently and aptitudes for multi-tasking
  • Highly organized, systematic, and meticulous
  • Basic bookkeeping knowledge and at ease with figures
  • Service-oriented and have strong sense of anticipation and initiative
  • Strong sense of discretion and confidentiality
  • Ability to meet deadlines and to cope at times with pressure and stress
  • Ability to work occasionally overtime
  • Thorough computer proficiency in the Windows and MS Office environment
  • Keen interest in the conference.


  • Fluent in English, writing and speaking; knowledge of other languages is a plus.

How to apply:

Interested and qualified candidates should send their CV and a cover letter, in English and by email only, to recruitment@iasociety.org by Monday 5 November 2018. Please note that only shortlisted candidates will be contacted.

Only candidates from the US or candidates in possession of a valid US work visa will be considered.

IAS employees are evidence-based, human rights-focused, inclusive and accountable partners in the HIV response. Candidates should display genuine commitment to IAS values (learn more here).

The IAS is committed to recruiting and sustaining a skilled, effective, diverse and gender-balanced secretariat, and to the greater involvement of people living with HIV (GIPA) in all aspects of its work. People living with or affected by HIV are strongly encouraged to apply.

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