Executive Assistant
vor 4 Wochen
Department: Ethics and Compliance
Location: Lausanne, Switzerland
**Contract Type: Open-ended**
Activity Level: 60%
Entry date: 01.01.2024
As an Executive Assitant you will provide support and manage the administrative activities of the CECO. Additionally, you will also coordinate the Ethics & Compliance team activities.
**Main responsibilities**
Administrative role
- Provide direct administrative support to the CECO.
- Coordinate schedules, meetings, travels and appointments for the CECO.
- Prepare meeting agendas, take minutes, and distribute them promptly.
Office Assistance role
- Assist in the preparation and distribution of Ethics & Compliance reports and presentations.
- Ensure information is up-to-date in the databases used by the Ethics & Compliance Office, such as the CRM (CoRe), the Conflict of interest management tool and the Register of consultants, as well as the Contract management tool (SAP Ariba).
- Ensure timely communication with all departments regarding compliance-related matters. In particular, periodically review and update the content of the Ethics & Compliance awareness-raising material.
- Monitor the office’s budget and expenses, ensuring accurate records and reporting.
- Coordinate training sessions, workshops, and events for the Ethics & Compliance Office.
- Liaise with other administrative staff within the organization to ensure smooth inter-departmental operations.
- Perform other duties as assigned by the CECO.
**Our requirements**
- Executive-secretary training with minimum 5 years’ experience as an executive assistant in an international environment. Additional certification in Office Management or Administrative Assistance is a plus.
- Experience within the sports movement or within an intergovernmental agency is a plus.
- English and French fluency.
- Excellent command of the corporate tools and ability to follow the internal user rules (Outlook, etc.).
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint and Outlook).
- Familiar with cloud IT environments (Microsoft Office 365).
- Experience using office management tools, like CRM systems and databases.
- Familiarity with communication tools like Microsoft Teams or Zoom.
- High level of work autonomy.
- Demonstrated ability to manage multiple projects effectively and prioritize tasks to meet deliverables on time.
- Proven ability to juggle multiple files, follow up diligently, and produce high-quality drafts with accuracy.
- Upholds a stringent professional ethic, takes proactive initiatives, and thrives in a dynamic environment, always ensuring deadlines are met.
- Recognizes interpersonal differences as an asset, fostering positive interactions and constructive engagements with diverse individuals.
- Capable of setting clear, realistic, and efficient action plans to achieve both individual and collective goals.
- Distinct sense of planning and organization, ensuring streamlined operations and efficiency.
- 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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