JOB DESCRIPTION

The Olympic Museum

Function : Administrative Assistant Mission

► Develop and manage all the
administrative aspects aimed at
Status : Staff strengthening the development of
networks, partnerships and international
communication for the Head of Unit.
Activity level : 70% ► As needed, assist and support all the
Unit project managers.

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
 Support the Unit in the development and management of networks, partnerships and
stakeholders within the Olympic Movement and other cultural institutions:
- Manage the correspondence of the Head of Unit.
- Manage the database of contacts, partners and networks.
- Help to produce and formalise the co-production contracts with different interlocutors (museums,
festivals, cultural centres and other institutions).

 Participate in the Department’s international communications:

- Take care of the administrative logistics needed for internal and international communications on
the cultural and educational products and the expertise of the Culture and Patrimony Department.
- Keep the benchmarks, opinion surveys and related documents up to date.

 Prepare the Unit’s committee and other meetings and workshops:

- Collect together and prepare all the documents needed for the various committee, association
and network meetings (e.g. the OMN Workshop).

 Be in charge of the secretarial and logistical tasks of the Development and International
Coordination Unit:
- Ensure that the Unit’s management tools are available and up to date.
- Plan the Head of Unit’s meetings and organise the schedules, meetings and travel arrangements
for the Unit’s project managers, consultants and partners.
- Keep the Unit’s schedule up to date: HR and Unit’s subcontractors (including coordination of their
actions).
- Keep the Unit’s roadmaps, dashboards, graphics, other media (catalogues, product
presentations, etc.) and statistics up to date.
- Manage an electronic and paper filing system which meets the Unit’s needs.
- Manage the follow-up, distribution and flow of the Unit’s invoices.
- Establish financial procedures and various contracts.
- Consolidate the Unit’s budgets.
Education; language and IT competences
- Business federal certificate (CFC) and at least four years’ professional experience in an international or
multinational company in a similar position.
- Knowledge of communications activities and practices.
- Appreciation of cultural issues.
- Bilingual French and English. Another language would be an asset.
- Excellent command of the corporate tools and adherence to the internal user rules (LiveLink,
Outlook, Word, Excel, PowerPoint etc.)

Technical, organisational and personal competences

 Adherence to the internal rules of conduct and all instructions and procedures in place (i.e.
Information Security, Code of Ethics, etc).
 Full collaboration and knowledge transfer
 Values and general attitude:
- Discretion and loyalty.
- Positive attitude, open-mindedness.
- Diplomacy and flexibility.
- Versatility.
- Diligence and discretion combined with solid professional ethics.
- Enthusiasm, great adaptability, reactivity and efficiency.

 Function-related competences:
- At ease with spoken communication, especially on the telephone.
- Excellent sense of planning and organisation.
- Attention to detail and ability to summarise.
- Ability to consider interpersonal differences as a source of added value and interact constructively
with all kinds of people.
- Ability to actively commit to achieving common objectives.
- Quick to learn and proven service orientation.
- Ability to remain efficient in a changing environment, and to adapt positively to new tasks or
people.