Personal Assistant to The Director

vor 2 Wochen

Lausanne, Schweiz INTERNATIONAL OLYMPIC COMMITTEE Vollzeit

Department: Digital Engagement
Location: Lausanne, Switzerland
**Contract Type: Temporary (14 Months)**
Activity Level: 100%
Entry date: 16.04.2023

As the Personal Assistant to the Director, you will provide high-level support to the Digital Engagement & Marketing Director. You will also assist Digital Engagement & Marketing Leadership Team with some administrative tasks. Finally, you will provide contract management support

**Main responsibilities**

High-level support for the Director
- Prepare and coordinate the Director’s meetings (including the meeting agenda and supporting documents), manage participants, take minutes and follow up on actions.
- Provide logístical support for the preparation of the Digital Steering Committee and Department meetings.
- Coordinate reporting for the EB and the IOC Sessions.
- Liaise with the Director during absences and manage priorities.
- Manage current files autonomously, showing a sense of initiative.
- Provide support for delegated projects and activities.
- Manage the information flow and the Directors internal/external communications.

Support to the department
- Assist the Director and his/her direct reports (leadership team) in administrative tasks such as:

- Travel arrangement and related logistics (not including expense reports)
- Manage the Department’s corporate calendar, work closely with the leadership team to forward plan for six months ahead, incorporate departmental and organizational strategic objectives, institutional requirements and external commitments.
- Coordinate department activities and act as an integrator and catalyst between different units as well as towards other IOC departments
- Prepare presentations and reports required in the framework of the activities of the department.

Contract Management support
- Create the Contract Workspaces in Ariba, maintaining contract meta data and risk assessment questionnaire.
- Filling in the contract template with relevant information provided by the contract managers and teams.
- Assist with monitoring the Department’s contract and procurement management.
- Support with creating suppliers in CORE, processing and managing budget, orders and invoices.
- Ensure that service providers are rightly recorded in IOC systems (ie. ECM tool).
- Process invoices and purchase orders requests in SAP system.

**Our requirements**
- Executive-secretary training with minimum 5 years’ experience as an executive assistant in an international environment.
- Excellent command of English and French (writing and speaking)
- Digital savvy is an asset
- Good IT skills in general
- English fluency, with excellent writing and speaking of French.
- Excellent command of the corporate tools and ability to follow the internal user rules (Outlook, etc.).
- Excellent command of corporate tools and compliance with the internal usage rules
- Ability to work autonomously and in a team.
- Quick to learn skills and keen sense of service and priorities.
- Good communication skills
- Strong planning and organisational skills
- At ease with a fast-moving environment
- Business acumen with Senior management
- 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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