Office Coordinator

Vor 7 Tagen

Lausanne, Waadt, Schweiz INTERNATIONAL OLYMPIC COMMITTEE Vollzeit

Department:
Olympic Refuge Foundation

Location:
Lausanne, Switzerland

Contract Type:
CDM (2 Years)
Activity Level: 100%

Entry date:


As an Office Coordinator, you will provide administrative support to the Head of the Foundation and Office coordination for the Olympic Refuge Foundation team.


Main responsibilities

  • Administrative support for the Head of Olympic Refuge Foundation (ORF) including coordination of meetings agenda, preparation of documents, travel arrangements and logistics, preparation of expense reports;
  • Coordinate preparation and running of team meetings, team workplan and monthly priorities and specific projects;
  • Manage the ORF SharePoint site;
  • Manage an internal calendar for the ORF;
  • Anticipate and prepare necessary welcome for Visitors and upcoming meetings both with logistics and required papers;
  • Support with procurement and contract life cycle tasks using corporate tools Core and Ariba and follow up of Purchase Orders (POs) and ensure timely signing of the contract signatures;
  • Provide expertise by using specific tools like Visio for processes or like PowerPoint for presentation
  • Manage holiday planning, team events and office presence across the team;
  • Review and ensure ORF policies and procedures are current and understood across the team;
  • Ensure follow up from meetings and anticipate preparation required for upcoming meetings that support the Head of ORF with planning, organising and following through on priorities;
  • Gather and edit, write notes, reports, speeches, minutes, various correspondence for the Head of Foundation and as needed;
  • Support team members on various projects as and when requested by the Head of the Foundation.

Our requirements

  • Executivesecretary training with experience as an executive assistant or office coordination in an international environment.
  • Excellent command of English and French (writing and speaking). Other languages an asset
  • Excellent command of Microsoft Word, Excel, PowerPoint and SharePoint
  • Digital savvy
  • Good IT skills in general
  • Autonomy and sense of priorities, with flexibility and ability to deal with the unexpected.
  • Strong organisational skills with capacity to consistently meet deadlines.
  • Ability to demonstrate discretion.
  • Highly proactive, responsive, efficient and highly motivated to perform tasks with speed, accuracy and attention to detail.
  • Strong team spirit and ability to interact constructively with people at all levels and from diverse cultures
  • Excellent writing skills
  • Excellent communicator and proven interpersonal skills.
  • Comfortable working in a teamfocused environment, including information sharing and best practices
  • Excellent command of the corporate tools and compliance with related internal user rules (SharePoint, Outlook, Concur, SAP etc.)
  • Fluency in English or French, with excellent command of the other language.
  • Interest and or experience working in displacement context or with people affected by displacement.
  • Lived experience in displacement setting(s) an asset.
  • 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 offers competitive employee benefits and numerous incentives to live a sustainable, healthy and active life. By joining us, you become part of the Olympic Movement and help to build a better world through sport. You will have the opportunity to work with people of more than 70 nationalities._

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