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Department Administrative Assistant

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Lausanne, Schweiz INTERNATIONAL OLYMPIC COMMITTEE Vollzeit

Department: Sports

Location: Lausanne, Switzerland

Contract Type: Temporary (end date 30/09/2026)

Activity Level: 100%

The International Olympic Committee (IOC) 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 athletes, National Olympic Committees (NOCs), International Sports Federations (IFs), Organising Committees for the Olympic Games (OCOGs), Worldwide Olympic Partners, and Media Rights-Holders. It also works with public and private authorities, including the United Nations and other international organisations.

If you are an experienced Administrative Assistant, and the vision to build a better world through sports inspires you, this is a unique opportunity to contribute to the Olympic Movement within the IOC.

As a Administrative Assistant, you will provide high-level assistance to Director of the IOC Digital Engagement & Marketing department. Additionally you will also be assisting the Digital Engagement & Marketing Leadership team with administrative tasks and providing contract management support to the department.

**Your main responsibilities will include**:
High-level assistance to Director
- Coordinate meetings, manage participants, take minutes and follow up on actions.
- Assist in travel arrangement and related logistics.
- Manage expenses reports (creation and approvals) in a timely manner.
- Manage the information flow and the Director’s internal/external communications when required.
- Provide support for delegated projects and activities.

Support to the DEM department
- Assist the Director, Head of Integration & Excellence and DEM leadership team in administrative tasks.
- Coordinate office supplies, equipment maintenance, and other logístical requirements during and between the Olympic Games.
- Provide logístical support ahead of the IOC Session, IOC Commissions, Executive Boards, Steering Committees, and other IOC corporate meetings.
- Plan and coordinate department’s staff meetings, team events and year-end parties.
- Manage and maintain the department’s corporate calendar to keep everyone up to date and ensure timely delivery of important IOC corporate milestones.
- Represent DEM Department in the community of the IOC Executive Assistants Network
- Provide logístical support for department’s meetings with Olympic Channel Services in Madrid
- Liaise with other IOC departments’ assistants to support and plan DEM activities with these departments.
- Prepare presentations required in the framework of the activities of the department.
- Maintain a professional and welcoming office environment for visitors and staff.
- Process invoices and purchase orders requests in SAP system.

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 (i.e., ECM tool).
- Process invoices and purchase orders requests in SAP system.

**In order to be eligible for this role, you need to meet the following criteria**:

- Executive-secretary training with proven experience as an executive assistant in an international environment.
- Excellent command of English and French (writing and speaking). Spanish is an asset.
- Digital savvy is an asset.
- Good IT skills in general.
- Excellent command of the corporate tools and ability to follow the internal user rules (Outlook, SharePoint, Excel, Power Point 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._