JOB DESCRIPTION

Sports Department

Function : Administrative Assistant

Mission

Status : Staff ► Contributes to the smooth running of the

“Winter Unit” of the Sports Department in
terms of general administrative tasks and
following up files.
Activity level : 100%
► Assists the “Winter Unit” Manager so that
he/she can carry out his/her talks with
optimum efficiency.
► Provides administrative and logistical
support for the whole Sports Department.

Each employee is responsible for the smooth running of his

or her section and for keeping his or her competences up to
date in line with the IOC’s training policy.
:
In addition, each employee may be asked to take on
responsibilities other than those required by the job if
particular circumstances so require.

Main responsibilities

Relations with the Winter Unit’s partners, i.e. Olympic Winter IFs, Recognised IFs, Recognised
Organisations, federations requesting IOC recognition and the Entourage Commission
- Carry out administrative tasks and follow up all files
- Support the Unit in terms of the flow of files
- Support the process of allocating annual subsidies to the federations
- Assist in the invitation process for the Olympic Games and IOC Sessions
- Organise the Sports Director’s meetings with the various partners and prepare files
- Carry out administrative tasks and follow up all files concerning the international federations
requesting IOC recognition
- Help with and follow up requests for financing, support, prizes, trophies and patronage for the various
partners.

Administrative management in the Unit

- Coordinate communication within the Unit using the IF Extranet
- Manage the Unit’s contacts using the contacts management tool and the Olympic Movement Directory
- Carry out (physical and electronic) filing in accordance with the procedure in place
- Ensure that information required by the Department is properly circulated internally and among other
IOC departments.

Administrative management for the whole Department

- Manage the Department’s incoming mail and ensure it is filed correctly.
- Manage supplies and printing orders for the Department with Lyreco
- Overall coordination of the Department’s gift and SAP orders
- Manage the annual update of the Sports Department’s contacts in the Olympic Movement Directory
- Help to replace the Director’s assistant during his/her absence.
Training and competences

- Highly qualified assistant with vast experience at executive management level in an international or
multinational company.
- Bilingual French and English. Knowledge of other languages would be an asset.
- Clear oral and written skills in the two official languages of the IOC.
- Perfect command of Word, Excel and PowerPoint.
- Ability to work autonomously and in a team.
- Rapid assimilation of knowledge; keen sense of service; ability to process complex issues in an organised
manner and to quickly understand concepts.
- Eye for detail.
- Pro-active; improves processes.
- Excellent planning and organisational skills.
- Good interpersonal skills with people of all levels.
- Excellent communications skills; team spirit; appreciates work in a multicultural environment.
- Sense of priority.
- Experience of relations with other people at all levels of an organisation, as well as in collecting written
and oral communication of often complex and sensitive information.

Behaviour and attitude

- Discreet and loyal.

- Positive attitude, open-minded.
- Diplomatic and flexible.
- Resistant to stress.
- Conscientious; discretion linked to sound professional ethics.
- Enthusiastic, easily adaptable, responsive and efficient.