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The International Co-operative Alliance is hiring a Conference Secretariat and Administration Support Officer

The International Co-operative Alliance seeks a conference secretariat to provide administrative support for its biennial conference as well as general office administrative support. The Alliance convenes a biennial Global Conference for the worldwide co-operative movement, which typically brings together approximately 1000 co-operators from around the world plus a significant number of co-operators from the Host country for (i) strategic educational workshops and plenary sessions of importance to co-operators, (ii) a variety of statutory meetings for the General Assembly and Board of the Alliance and its regional, sectoral and thematic bodies and committees, and (iii) additional side events and pre- and post-conference activities and meetings.
The responsibilities will cover:
  • Updating the contact database in order to ensure marketing materials for the conference reach potential attendees and registrants.
  • Promoting the conference through personalized and specialized mailings.
  • Updating event website.
  • Follow up and confirm registrations.
  • Collect and track other registrant details as needed such as voting rights.
  • Regularly report on registration trends.
  • Call members to encourage attendance.
  • Assist Accountant as needed with invoices and payment tracking.
  • Acting as the main secretariat contact for all queries through e-mail and phone.
  • Assisting the conference team with various logistics such as tracking meeting request needs.
  • Collect and distribute needed materials for the conference interpreters.
  • Sending out thank you letters and photos post event.
  • Assist with other event administrative tasks.
  • General administrative support such as drafting emails and letters in various languages in response to requests.

The successful candidate will have:

  • Excellent organization skills.
  • Comfortable with technology, including intermediate level Excel and Word functions including pivot tables and mail merge, and experience with databases.
  • Detail oriented.
  • Ability to speak and understand English and Spanish. Other languages a plus.
  • Be comfortable working as part of an international team.
  • Experience organizing meetings, events and/or conferences.
  • Ability to multi-task, prioritize requests, and analyze information.


  • Full-time, temporary
  • Location: Brussels, Belgium
  • Start date: around 19 October 2016
  • End date: around 8 December 2017
  • Must be able to travel to work at the registration desk at the conference in Kuala Lumpur, Malaysia around 9 to 19 November 2017.
Those interested should contact Mrs Gretchen Hacquard, Director of Membership, at with a cover letter of interest and CV.