Executive Assistant

Department: Ethics and Compliance 

Location: Lausanne, Switzerland

Contract Type: Open-ended

Activity Level: 100%

Entry Date: 01.09.2024

The International Olympic Committee 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 the athletes, the National Olympic Committees, the International Federations, Organising Committees for the Olympic Games, the Worldwide Olympic Partners and Olympic broadcast partners. It also collaborates with public and private authorities including the United Nations and other international organisations. 

If you are an experienced Executive Assistant, and the vision of building a Better World through sports inspires you, here you have a unique opportunity to join the IOC and become part of the Olympic Movement.

Mission

As an Executive Assistant you will be providing support and managing the administrative activities of the CECO. Additionally, you will also be providing administrative support to the MO Unit PMC and coordinating the Ethics & Compliance team activities. 

Main responsibilities:

Administrative Assistance

• Provide direct administrative support to the CECO.

• Provide administrative support to the OM Unit PMC

• Coordinate schedules, meetings, travels and appointments for the CECO

Office Assistance

• 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/Deputy CECO.

• Prepare meeting agendas, take minutes, and distribute them promptly.

• Handle internal and external communications, including emails, phone calls, and letters, ensuring confidentiality and professionalism.

• Manage the Inbox CECO/Deputy CECO (prioritize incoming emails, distribute internally as appropriate, draft answers and ensure the follow-up actions).

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.

• 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.

• Possesses the aptitude to dissect, comprehend, and distil complex information, subjects, or challenges.

• Distinct sense of planning and organization, ensuring streamlined operations and efficiency.

• Familiarity with communication tools like Microsoft Teams or Zoom.

Come and join an organisation where the spirit of inclusion, gender equality and 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.