Executive Assistant

vor 2 Wochen

Lausanne, Schweiz INTERNATIONAL OLYMPIC COMMITTEE Vollzeit

Department: IOC Television & Marketing Services SA

Location: Lausanne, Switzerland

Contract Type**:Open-ended**

Activity Level: 100%

Entry Date: 01.06.2024

The International Olympic Committee is the guardian of the Olympic Games and the leader of the Olympic Movement.

A truly global organisation, it acts as a catalyst for collaboration between all Olympic stakeholders, including the athletes, the National Olympic Committees, the International Federations, Organising Committees for the Olympic Games, the Worldwide Olympic Partners and Olympic broadcast partners. It also collaborates with public and private authorities including the United Nations and other international organisations.

If you are an experienced Executive Assistant, and the vision of building a Better World through sports inspires you, here you have a unique opportunity to join the IOC and become part of the Olympic Movement.

**Mission**

As an Executive Assistant you will assist the Director by overseeing all administrative tasks, act as a gatekeeper for information flow and communication in and out of the Director's office. Additionally, you will also coordinate the activities of the Director, its secretariat, logistics, and planning. You will also ensure that the interests of the Olympic Movement and the IOC are correctly preserved.

**Main responsibilities**:

- Oversees and administers the day-to-day activities of the office: develops policies, procedures and systems which ensure productive and efficient department operations.
- Provides direct support to Director to include greeting and assisting visitors, handling phone calls and inquiries, scheduling and maintaining calendars and travel arrangements, IT support, analysing and preparing responses to incoming correspondence, handling day-to-day public relations and problem solving, organises and facilitates meetings, conferences and other special events, as required.
- Serves as a primary point of administrative contact and liaison with IOC TMS staff, other internal departments, individuals, external organizations/agencies on a range of specified tasks.
- Serves as the gatekeeper point of liaison with the President’s Executive Office.
- Performs research and analysis on specific issues, as required and independently prepares non-routine letters and/or reports which may be highly sensitive and confidential in nature.
- Coordinate and administer the day-to-day activities of one or more specialised programme initiatives for the department, as assigned. In particular, on-site set-up, organization and management of Director’s office during Games-time and special events (eg. Congress/Sessions), as well as annual Revenues and Commercial Partnerships Commission meeting.
- Performs miscellaneous job-related duties as assigned.

**Supporting the Managing Director**:

- Manages the Director’s agenda and coordinates meetings.
- Prepares the Director’s meetings including all supporting documents.
- Prepares letters, presentations, documents and expense forms for the Director.
- Performs a liaison role with the Director in their absence and manages priorities.
- Makes the Director’s travel arrangements.
- Welcomes visitors.

**Director’s Office**:

- Follows up letters delegated by the President’s Executive Office.
- Ensures the proper internal circulation of information needed by the Department and by other IOC departments.
- Coordinates various tasks for the Department (workplaces for new staff members, social activities on special occasions, etc).
- Ensures that the files being managed are properly filed (physically and electronically), following the procedure in force.
- Coordinates logistics and agenda of the Leadership Team meetings.

**Institutional projects**:

- Is responsible for the preparation of the MD’s reports to the IOC Session, Executive Board and other institutional meetings as identified by the Managing Director.
- Manages logistics for the Revenues and Commercial Partnerships Commission and other committee meetings by connecting with members and monitoring follow up actions.
- Manages/coordinates other institutional matters as assigned by the MD.

**Games-Time Activities**:

- Pre-Games planning: assist in mapping client meetings as part of the hospitality task force including high level meetings with the IOC President.
- On-site: oversee the MD’s agenda; ensure TMS office logistics including equipment, daily team meetings, supervision of volunteers. Liaise with TMS VPs on relevant operational matters and to ensure overall delivery of sponsor meetings.
- Post
- Games: support the Games de-brief process and reports.
- Other tasks as required.

**Our requirements**:

- University Degree, HEG / EHL / HES or equivalent with significant professional experience in an international environment.
- Proven experience in a similar role in the sports marketing industry an asset.
- Languages: fluent level in English and French.
- Excellent sense of planning, organisati

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