Personal Assistant to The Director

Vor 7 Tagen

Lausanne, Waadt, Schweiz INTERNATIONAL OLYMPIC COMMITTEE Vollzeit

Department:
NOC Relations Department

Location:
Lausanne, Switzerland

Contract Type
:
Open-ended
Activity Level: 100%

Entry Date:

Mission


As a Personal Assistant to the Director, you will provide high-level administrative support to the Director of NOC relations, Olympic Solidarity, O365, and to the Deputy Director.

You will also, provide support to the administrative activities of NOC Relations, Olympic Solidarity, and Olympism 365 departments.

Main responsibilities

Support to the Director and Deputy Director

  • Assistance to the Director and Deputy Director of NOC Relations, Olympic Solidarity and Olympism36
  • Management of the Director's agenda and the updated department's calendar to schedule the Director's meetings accordingly.
  • Preparation of the Director for meetings, including coordinating the production of necessary support materials.
  • Preparation of trips for the Director and the Deputy Director
  • Preparation of expenses reports for Director and Deputy Director
  • Overview of the proper internal circulation of information needed by the Department and by other IOC departments to ensure meeting any departmental deadlines
  • Production of reports and presentations in appropriate formats (Power Point, Word, Excel)
  • Coordination of the Department's response to correspondence and enquiries delegated by the President's Executive Office.
  • Production of correspondence for the department in three languages, French, English, Spanish.
  • Representation of Director and Deputy Director at their request
  • Management of files in Sharepoint and other platforms

Office Management

  • Coordination of the activities of the department and contribution to various IOC events, such as IOC Executive Board meetings, IOC Session, consultation calls with NOCs and others
  • Coordination of the preparation of documents such as reports and decisions for the Executive Board meetings and IOC Sessions in collaboration with the different units and departments.
  • Ensure the sending of key information to NOCs on behalf of the Director in coordination with the Information Services unit.
  • Support in the preparation of the necessary documents for the Plan and Budget Committee process and liaison with PMO/PBC teams for new projects
  • Support in the administrative process of managing the contract cycle for the department, including support with the contract templates, internal approvals and signature process.
  • Act as the department's liaison on human resources matters and manages the training and development needs of the team.
  • Facilitation of the newcomer onboarding program and act as the main point of contact for the department
  • Organisation and coordination of the departments' calendar, including team meetings, social meetings and others.

Delegation coordination during major events:
IOC Session, Olympic Games, Youth Olympic Games and ANOC General Assemblies

  • Coordination and support of the department's delegations (travel dates, office setup, logístical and operational needs, etc.)
  • Liaison with the NOCs for bilateral meetings with the IOC President during major events
  • Coordination of the production of documents needed for presentations and meetings
  • Coordination of the invitations and accreditations for the Department's stakeholders to the Olympic Games and Youth Olympic Games with the relevant IOC Departments
  • Administration and coordination with ANOC in relation with financials and accounting related to IOC staff costs.

Our requirements

  • Bachelor's degree or similar and more than 5 years of experience in highlevel support in an international or multinational company. Executive Assistant Diploma
  • Bilingual or mother tongue English or French with a proficient use of the other language. Fluent in Spanish.
  • Excellent command of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Sharepoint).
  • Excellent sense of planning, organisation and priorities.
  • Ability to think and act independently.
  • Ability to travel (24 times per year).
  • Ability to deal with complex issues in an organised way and quickly grasp concepts.
  • Familiarity with working as part of a team, both in handling the flow of projects and in communicating with colleagues.
  • Ability to remain efficient within a changing environment and to adapt positively to new tasks, responsibilities or people.
  • Ability to put ideas or facts in writing concisely and precisely so as to be clearly understood by all kinds of interlocutors.
  • Ability to interact with sensitivity, efficiency and professionalism with all kinds of people, create a climate of trust and appreciate the needs and expectations of one's interlocutors.
  • Attention to detail.
  • Proven service orientation.
  • Come and join an organisation where the spirit of inclusion, gender equality and diversity is embedded in its DNA and which focuses on what unites us a passion for sport and its values. Work in a flexible and rewarding environment which of

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