Administration Assistant

International Federation of Essential Oils and Aroma Trades
Closing date 26 January 2023
Location Home-based
Position type Permanent
Role Operations
Education College
Experience >2 years
Benefits See below

Job description

The International Federation of Essential Oils and Aroma Trades (IFEAT) represents the interests of companies involved in the production, processing, trading and manufacturing of the many thousands of ingredients used in flavours, fragrances and aromatherapy. IFEAT’s current membership is 684 companies from 70 countries and its principal aim is to advance and protect the members’ interests including international collaboration between Members and other national and international organisations, funding research and education programmes, the encouragement of good practices, the dissemination of information and the provision of forums for discussion.

IFEAT is looking for a full-time employee to join their existing team. Working from your home office, during the IFEAT office hours of 9am to 5.30pm Monday to Friday, you will support the IFEAT Secretariat Team of Chief Administrative Officer/Membership Manager, Events Manager, Conference Programme, Web and Media Manager, Finance Coordinator and Study Tour Coordinator. You will report in the first instance to the Chief Administrative Officer and overall to the IFEAT Executive Committee Chair.

IFEAT currently organises three events per year; the Annual Conference, a main Study Tour and a Focus Study Tour

  • Annual Conference - runs from Sunday to Thursday usually in September or October and takes place in a different international location each year attracting 1,200 plus delegates. It is open to Members and non-Members and incorporates a welcome event, speaker programme, exhibition, Members’ dinner and a Closing Banquet.
  • Study Tour - for a maximum of 50 participants and for seven to 10 days, in a different location each year. It is open to Members only.
  • Focus Study Tour - for a maximum of 25 participants and for two to three days in a different location each year. It is open to Members only.

Job requirements

  • At least 3 years’ experience in office administration
  • Excellent organisational and communication skills
  • Experience in website content management/CRM and a knowledge of WordPress and WooCommerce an advantage
  • Ability and initiative to work alone and also in a team
  • Ready and able to substitute for any other member of staff during absence, holiday or illness should this be required
  • Experience in interacting with Associations and Committees is a plus
  • Experience in event organisation is desirable

Job responsibilities

  • Providing administrative assistance to the IFEAT Secretariat and others with the following tasks:
  • Replying to emails/answering Conference queries
  • Checking orders then downloading all new tickets from Conference website and uploading delegates and adding new exhibitors and sponsors to the Conference event platform
  • Sending out an invitation email to newly registered Conference delegates and email instructions to new exhibitors and sponsors
  • Sending announcements on Conference platform
  • Dealing with Conference platform problems and enquiries from delegates, sponsors and exhibitors
  • Drafting visa invitation letter template and spreadsheet
  • Sending out visa invitation letters by email and updating spreadsheet
  • Managing staff, speaker, and guest hotel bookings
  • Chasing on hold orders for payment
  • Cross referencing host hotel bookings to tickets and emailing
  • Liaising with sponsors/exhibitors/meeting room hosts about print and website details
  • Generating weekly bookings reports/delegate list
  • Updating ticket details on WooCommerce when changes or swaps are made
  • Maintaining registrations spreadsheet
  • Sending joining instructions
  • Conducting preliminary research on new destinations if needed
  • Maintaining the religious dates and industry events calendar
  • Covering the IFEAT Information Desk onsite at the annual Conference
  • Assist delegates before, during, and after the Conference
Study Tour

Providing administrative support to the Study Tour Coordinator, Events Manager, Local Organising Committee, and local tour agent and any others involved in Study Tours with the following tasks:

  • Assistance with promotion and registration
  • Communicating with delegates regarding visas, flights, and general queries
  • Liaising with companies and organisations located in host country/region
  • Liaising with the local tour company regarding delegate numbers, deposits, hotels, meals, and transport bookings etc.
  • Assistance with the preparation of Study Tour documents and profiles
  • Contacting sponsors of gifts and meals during the Study Tour
  • Overseeing preparation and printing of delegate and company certificates
Membership / Education / Finance

Providing administrative assistance to the Membership Manager, Finance Coordinator and others with the following tasks:

  • Assisting with chasing unpaid membership subscriptions
  • Preparation, printing and posting of membership certificates
  • Preparation, printing and posting of student certificates
  • Assisting with sending Conference invoices from Xero accounting system
  • Support for IFEAT Academy once it is fully launched, as needed
Communications / Website

Providing administrative assistance to the Chief Administrative Officer, Events Manager, Conference Programme, Web and Media Manager and others with the following tasks:

  • Updating of mailing lists
  • Assisting with Conference website content - adding pages and products
  • Adding downloads (e.g. PDFs) to the Conference website
  • Maintaining sponsor and exhibitor pages on Conference website
  • Updating news area/adding newsletter/Scientific updates
  • Covering members of the IFEAT Team during holiday/sickness absence
  • Conducting research as directed by the relevant Committee Chair as required
  • Attendance at ad-hoc meetings (both online and in-person) if required
  • Assistance on ad-hoc projects as directed by the Chief Administrative Officer or Executive Committee as required
  • It is recognised that the person appointed will not be familiar with all the packages/processes and on-the-job training will be provided
Personal requirements
  • Ability to work from home office
  • Resident in the UK
  • Social person with the ability to work in a team and also independently
  • Ability to travel nationally and internationally; to meetings once or twice a year and for the Annual Conference
  • IT literate (Excel, website applications, Google Apps, MailChimp, WooCommerce, WordPress, online event platforms, Xero are used by IFEAT)
  • Native/Fluent English language with excellent writing skills

How to apply

Apply by sending your CV to