WAZA MEMBERSHIP AND OFFICE ASSISTANT

Responsibilities

Responsibilities – WAZA Membership and Office Assistant

Membership (estimated 50%-60% of the role)

 Assist in membership retention and recruitment efforts.

 Accurately process membership applications and renewals, adhering strictly to deadlines and

in full compliance with GDPR requirements (In Spain: Organic Law 3/2018 on Protection of

Personal Data and Guarantee of Digital Rights)

 Support the membership application process, including preparing membership application

summaries for the Membership Committee

 Managing the membership email account to respond to enquiries from prospective

members.

 Assist in maintaining and improving WAZA’s customer relationship management (CRM)

system, to ensure the rest of the team can access timely and accurate data via our CRM.

 Support the annual review of membership status, including verifying regional/national

association memberships with WAZA Association Members.

 Contribute to membership engagement efforts, such as updating the WAZA website’s

membership pages and preparing engagement materials.

 Assist with the WAZA Awards programme, including coordinating calls for nominations and

assisting with the purchase of award trophies.

 Schedule meetings for Directors of Membership & Events for membership-related matters

 Assist with events matters if required.

Office (estimated 40%-50% of the role)

 Support the monitoring of office and operational expenses, including assisting with

accountability and financial software tasks such as reconciliations and revisions.

 Assist with invoice creation for membership and related payments, using the digital invoicing

system and accurate CRM data.

 Monitor membership payments under supervision of the Finance and Office Manager and

support follow-up to ensure members remain in good standing.

 Support recruitment and HR administrative processes, including drafting and posting job

advertisements, scheduling interviews, and assisting with onboarding of new staff.

 Maintain accurate HR and personnel records and provide general administrative support for

HR-related processes.

 Schedule meetings and support calendar management, including creating polls, coordinating

availability, and assisting with planning annual meeting calendars for the CEO.

 Support the purchase, tracking, and management of office supplies and equipment.

 Assist with travel arrangements, including bookings and logistical coordination, following

approval from the Finance and Office Manager.

 Provide basic IT and systems support, including onboarding new staff, coordinating with

external IT service providers, and maintaining the IT equipment inventory.

 Support compliance (within clearly defined procedures and under supervision) with IT

maintenance, cybersecurity, and data protection measures, including user access

management, antivirus updates, backups, and hardware/software tracking.

 Liaise with the external occupational health and safety provider and assist with risk

assessments, implementation of preventive measures, and compliance with workplace

safety regulations.

 Coordinate and schedule required health and safety training for employees.

 Assist with the preparation, coordination, and recording of minutes for Council and

governance meetings.

 Provide general office and administrative support to ensure smooth day-to-day operations,

including ad hoc tasks as required.

 Review with the FOM on a monthly basis membership payments.

 Occasionally support grants management related administrative tasks, as required.

General and compliance

 Ensure compliance with WAZA policies, procedures, and relevant legal requirements.

 Maintain accurate records and support administrative workflows.

 Participate in professional development and appraisal processes.

 Engage with the WAZA appraisal system, and demonstrate commitment to our

values, behaviours, and your continuous development.

 Perform other reasonable duties and/or projects as directed by your manager.

Qualifications

Bachelor’s degree or equivalent in administration, business, or related field.

 Previous experience in membership management, office administration, and/or not-for-profit support roles (preferred).

 Strong organisational, planning, and record-keeping skills.

 Proficiency in MS Office, CRM systems, and office management tools.

 Excellent communication and interpersonal skills.

 Ability to work independently and manage multiple tasks simultaneously.

 Good writing, grammatical and editing skills mainly in English and to some

extent in Spanish. Skills in planning, prioritising, coordinating, multi-tasking

and completing work assignments within established deadlines.

 Providing first class customer care and service, including dealing with

member complaints

 Self-motivated, fast learner, able to work independently and show initiative

 Adept at problem solving

 Creative and enthusiastic

 The primary language of WAZA is English, and the WAZA Membership and

Office Assistant must be proficient in spoken and written English and

Spanish (as a significant part of work with office providers is in Spanish).

What We Offer

Salary range: 29,000€ – 31,000 € gross per annum

20 € gross per month if remote work agreement is signed

Benefits: 200€ per month in meal vouchers (tickets restaurant).

The Membership and Office Assistant reports primarily to the Director of Membership and Events and secondarily (dotted line) to the Finance and Office Manager (FOM) for office, finance, and operational matters.

Location: Barcelona, Spain (a work permit to work in Spain is required)

Additional Information

Application Process: Interested applicants should send a CV and cover letter to

[email protected] by 2nd March 2026.

Only candidates shortlisted for interview will be contacted.