Administrative Assistant

Department: Corporate & Sustainable Development

Location: Lausanne, Switzerland

Contract Type: Open-ended

Activity Level: 100%

Posting closes: May 23rd

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 Administrative Assistant, and the vision to build a better world through sports inspires you, this is a unique opportunity to make a lasting difference to the Olympic Movement at its very heart.As Administrative Assistant at the IOC Corporate & Sustainable Development department, your mission will be to support the PA to the Director, to deliver centralized support and act as central source of information to the CSD team across various core needs, as detailed below:

Provide administrative support to the Director

Acts as a contact points for administrative items related to the CSD Director:

• Support the management of the Director’s day to day agenda and ensure related materials are ready for each meetings (agendas, supporting documents, presentations)
• Ensure follow-up of correspondence coming from the President’s Cabinet or Director General’s Office; drafting of correspondence in French and English on behalf of the Director.
• Support in preparing trips, booking hotels and flights ensuring all details are planned ahead.

Provide administrative support to the Department

General

• Contribute to weekly/ monthly meetings and oversight of all logistical aspects of the meetings e.g. ensure content is provided by teams, compile and share agenda, provide follow-up on any actions
• Monitoring of the CO2 budget for the whole Department and maintain an up to date calendar of events & key milestones
• Manage the department’s digital and physical workspace (SharePoint, office space), ensuring relevant information is classified .
• Plan and organise team building activities, group meetings, and other similar activities for the Department.
• Keep abreast of new policies/procedures/tools in order to facilitate the implementation of them
• Be a supporting liaison with enabling departments (Finance, Human Resources, IT, CE&S…)

Sustainable Development units

Provide necessary logistical and administrative support to the teams in the implementation of their strategic objectives:

• Effective collaboration with team managers/members in planning and implementing assigned projects
• Liaise and coordinate with various stakeholders involved in assigned project (internal and external)

Provide administrative support and input on the production of administrative content:

• Support in the drafting of letters
• Support in creating or repurposing existing presentations
• Support to the Coordination meetings for the Sustainability, Impact and Legacy teams’ (IOC, Olympic Games and Olympic Movement);
• Manage logistical aspects of the organisation of the meetings for the IOC Sustainability & Legacy Commission, for the GEDI Commission and the IOC Advisory Committee on Human Rights;

Contract management;

• Manage the entire contract management process, from the creation of the vendor and the drafting of the contract to the payment of the vendor.
• Act as subject matter expert and knowledge champion regarding the administrative tasks in SAP Ariba, CoRe and SAP Finance
• Assist with monitoring the Department’s contract and procurement management.

Perform ad-hoc tasks delegated by the PA of the Director, and substitute in his absence.

Eligibility for the role:

CFC, university degree or equivalent education.

At least 3 years’ experience in high level support in an international company or multinational.

Bilingual French and English.

Excellent knowledge of MS Office / Office 365 (Word, Excel, PowerPoint and Outlook).

Highly service orientated.

Excellent planning, coordination and priority management skills.

Ability to maintain a high level of professional performance in a high stress situation.

Come and join an organisation where the spirit of gender equality, inclusionand diversity is a top priority 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.