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Office Manager & Management Assistant
18.07.2019 | Employee | 100%

The European Leagues is a non-profit sporting organization. We are the voice of the professional football leagues across Europe. The European Leagues represents the 36 members and associate members out of 29 countries and almost 1000 professional clubs across Europe playing in the domestic competitions.

Office Manager & Management Assistant

The European Leagues is at present seeking for an Office Manager & Management Assistant who will be the key point for all purposes and be a daily support for all administrative and organisational needs, and which main activities and responsibilities are:

Management Assistant:
- Provide administrative support
- Coordination agendas (meetings and events)
- Send emails on behalf of top management
- Drafting of letters, reports, presentations when requested
- Other duties as agreed upon

Liaison to the Board of Directors:
- Coordination of Board meetings (dates, venues, logistics, etc)
- Preparing agenda/dossiers/meeting calendar information where necessary for board meetings

Accounting:
- Maintain the monthly bookkeeping
- Reconcile monthly accounting with the Accounting firm
- Internal Auditor and Administration assist to draft the yearly budget
- Debtor and credit administration

Event Planning:
- Assist in planning the logistical and organisational aspects of all events and meetings (including General Assemblies, Conferences, Workshops, Galas, etc.)
- Assist with planning organisational aspects of the Board meetings and Committee meetings (documentation, logistic information, layout of meeting room, technical equipment, etc.)
- Prepare meetings with external guests, including all relevant material
- Act as host, information desk and main logistic contact for events, when necessary
- Responsible for Patronage and Protocol

Office & Human Resources Management:

- Organisation of internal staff meetings, in line with the desired requirements
- Coordinate with the Insurance Broker regarding new hires, insurances, etc.
- Maintaining and storage of files archive
- Upkeep of office/office decorating with the intention of maintaining it in impeccable conditions
- Proceed with bookings and organisation of traveling for staff members
- Keep proper organisation and control of staff vacation requests
- Updating/maintenance of EL contact data base
- Create dossiers for meetings
- Reconcile the petty cash requests and prepare reimbursements for staff
- Handle the incoming and outgoing mails, letters and calls
- Maintain the supply of office resources (material, water, coffee, etc.) and manage relations with suppliers and service providers of the European Leagues

At the European Leagues we work with a team of 8 people who are all very much dedicated and committed to their tasks, the organization and its members. We work in an international environment. The new Office Manager & Management Assistant we are looking for meets the following qualifications:

COMPETENCIES & CHARACTERISTICS
• Highly service oriented and ability for self-motivation
• Hard working and dedicated
• Strong organisational skills
• Able to multi-task
• Proactive attitude and able to work independently
• Able to work under pressure
• Flexible to work beyond working hours, when needed

WORK EXPERIENCE
• At least 5 years’ experience in a similar role
• Professional experience in a similar role within an international environment.

LANGUAGE SKILLS
• English and French – fluent spoken and written (preferably bilingual mother tongue)
• Other European languages – a strong plus

EDUCATION
• Commercial/Administrative degree
• Executive Secretary studies (Assistant/e de Direction diploma a strong plus)
• Event management

BUSINESS KNOW-HOW & IT-SKILLS
• Computer-literate: Word, PowerPoint, Excel, Outlook
• Excellent communication skills – oral and written
• Financial administrative knowledge

OTHER REQUIREMENTS:
• The position is located in Nyon (Switzerland) and the Office Manager & Management Assistant (comes to) lives in the surrounding.

The first cycle of interviews shall take place immediately.

Shall you be interested in being part of our team, please send your CV, the cover letter and the usual documents, by 6 August 2019 to hq@europeanleagues.com or via the Jobup portal.

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