Operations Coordinator

Job Summary

We are seeking a highly organized and detail-oriented Assistant & Project Coordinator to provide exceptional support to our Executive Director and Business Lead IAI. This is a temporary contract position that requires a strong ability to manage multiple tasks, prioritize deadlines, and maintain confidentiality.

Key Responsibilities

• Manage the Executive Director's and Business Lead IAI's agendas, ensuring timely and effective communication with stakeholders.
• Support the Executive Director and Business Lead IAI during key events in Europe, providing logistical and administrative assistance as needed.
• Organize business travel and appointments, ensuring seamless coordination and execution.
• Compile reports to track expenses, invoices, and requisitions, as well as manage cost center allocations.
• Contribute to a strong culture of business integrity and ethics, upholding confidentiality and compliance requirements.
• Act as a liaison between the department and Region Europe, facilitating clear and consistent communication among team members and stakeholders.

Project Coordination

• Organize IAI offsites, ensuring successful execution and follow-up.
• Manage IAI budgets, tracking expenses on POs and ensuring cost-efficiency.
• Co-manage communication within the department and Region Europe, promoting a culture of transparency and collaboration.
• Manage team meetings, tracking attendance and follow-up on actions.
• Coordinate weekly IAI team meetings and monthly BUD meetings.
• Participate in quarterly Opzelura Brand Team meetings, working closely with the Opzelura Brand Lead.
• Maintain comprehensive project documentation, including reports and plans.
• Engage with stakeholders to gather requirements, provide updates, and ensure two-way communication.
• Take on and lead ad-hoc projects, demonstrating initiative and problem-solving skills.

Requirements

• Bachelor's degree or equivalent by experience.
• At least 7 years of experience working for a multinational company in a similar position.
• Excellent organizational skills, with a strong ability to solve problems and meet deadlines.
• Perfect communication skills, with discretion and ability to handle sensitive information.
• Proficiency in Office software systems (Excel, Word, PowerPoint) and Outlook.
• Fluency in English and French, with German, Spanish, and/or Italian being a plus.