Benefits

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

20 € gross per month if remote work agreement is signed. Location

Barcelona, Spain (a work permit to work in Spain is required) Employment type

Full-time, and permanent contract Remote work two days a week (requiring approval by supervisor) Supervision 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. Director of Membership and Events:

Assigns and supervises membership‑related tasks, monitors progress, approves work outputs, and supports career development. Additionally, this role approves holidays and evaluates performance in consultation with the FOM. Finance and Office Manager:

Assigns and supervises office tasks related to procedures, administrative support, record‑keeping. Recruitment timeline

Call for applicants: 8th to 28th of July First round of interviews: Second week of August Second round of interviews: First week of September How to apply

Application Process: Interested applicants should send a CV and cover letter to [email protected] by 28th of July 2026. Applicants must be fluent in both written and conversational Spanish and English. Applicants must also have a valid work permit to work in Spain. Only candidates shortlisted for interview will be contacted.

Overview and Job Purpose The Membership and Office Assistant will assist in WAZA’s integral membership processes, act as a first point of contact for members, and ensure smooth day‑to‑day office operations. This role supports clear, professional communications with members, committees, and partners, contributing to WAZA’s global visibility and impact. What we offer

Competitive salary and benefits

Annual gross salary in line with WAZA’s budget, plus 200€ per month in meal vouchers (tickets restaurant). Hybrid working arrangement:

Ability to work remotely up to two days per week, with flexible working hours within the core hours of 7:00–19:00 per approval of supervisor. Permanent, full‑time contract:

Stability and long‑term career opportunity within an international organisation. Professional development:

Access to training, workshops, and opportunities to develop skills in membership management, administration, and international organisations operations. Collaborative and supportive environment:

Work alongside a global and multicultural team of professionals committed to advancing the mission of zoos and aquariums worldwide. International exposure:

Engage with a global network of WAZA members, committees, and partners, to support contributions to conservation, animal welfare, and sustainable development initiatives.



Work‑life balance:

Flexible scheduling and support for maintaining a healthy balance between professional and personal commitments. Scope

Coverage

Supports WAZA’s global membership through core membership administration and contributes to smooth internal office operations. Staff Line Management:

No line management duties; works collaboratively and provides administrative support as required. Supervised Staff and Contributors:

None. May coordinate routine tasks with internal staff, suppliers, and committee members. Budget Responsibility:

No budget ownership; assists with tracking membership payments and other types of payments (e.g.: grants) and basic financial records. Programme and Operational Scale:

Supports membership, office administration, HR tasks, and occasional event‑related activities. Collaboration and Internal Interaction:

Works closely with Membership, Events, Finance, and Office Management; liaises with members and suppliers. Impact:

Contributes to member satisfaction and operational efficiency through accurate, timely administrative support. Occasional work outside normal office hours may be required. 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.

📌 WAZA Membership and Office Assistant (Madrid)
🏢 World Association of Zoos and Aquariums (WAZA)
📍 Madrid