job description - Olympic.org Registration

JOB DESCRIPTION
Olympic Games Department
The Olympic Games Department is responsible, in collaboration with all IOC departments as well as
Olympic Movement stakeholders, for managing and coordinating all activities relating to the Olympic and
Youth Olympic Games, from candidature phase to the dissolution of the organising committees.
The Olympic Games Executive Director (OGED)’s office supports the Executive Director in his daily
activities, manages the Department’s institutional matters, and coordinates and monitors the Department’s
projects and deliverables, budget, human resources and internal communication.
Function
Status
:
:
Personal Assistant to the
Olympic Games Executive
Director
Staff
Mission
► Provides proactive and high level support to
the Olympic Games Executive Director
► Manages the administrative activities of the
OGED office.
Activity level
:
100%
Reporting to
:
Manager Olympic Games
Executive Director’s Office
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
Supporting the Olympic Games Executive Director
- Monitors the Director’s emails in collaboration with the OGED Office Manager.
- Manages the Director’s agenda and coordinates meetings.
- Prepares the Director’s meetings including all supporting documents.
- Prepares letters, presentations, documents and expense forms for the Director.
- Performs a liaison role with the Director in his absence and manages priorities.
- Makes the Director’s travel arrangements.
- Welcomes visitors.
Olympic Games Executive Director’s Office
- Follows up letters delegated by the President’s Executive Office.
- Ensures the proper internal circulation of information needed by the Department and by other IOC
departments.
- Performs administrative tasks for the OGED Office.
- Coordinates HR tasks for the Department (workplaces for new staff members, social activities on special
occasions, etc).
- Supports projects delegated by the OGED Office Manager or the Director.
- Ensures that the files being managed are properly filed (physically and electronically), following the
procedure in force.
Education; language and IT competences
-
School-leavers diploma or CFC and at least four years’ professional experience in an international or
multinational company. Experience in a support role a strong asset.
Mother tongue English with a very good command of French; or bilingual.
Excellent knowledge and command of Word, Excel and PowerPoint.
Technical, organisational and personal competences
-
Proven service orientation.
Excellent sense of planning, organisation and management of priorities.
Ability to learn and grasp concepts quickly, to multitask and to deal with complex issues in an organised
way.
Ability to maintain a high level of professional performance in a highly stressful situation.
Ability to think and act independently.
Ability to interact with sensitivity, efficiency and professionalism with all kinds of people, create a climate
of trust and appreciate the needs and expectations of one’s interlocutors.
Familiarity with working as part of a team, both in handling the flow of projects and in communicating with
colleagues.
Ability to remain efficient within a changing environment and to adapt positively to new tasks,
responsibilities or people.
Attention to detail.
Excellent command of written English and French with particular attention to spelling.
Ability to adhere to the organisation’s ethical principles, apply these and act accordingly.
Excellent command of the corporate tools and respect for the internal user rules (LiveLink, Outlook, etc.).
Behaviour and attitude
-
Respect for the Olympic values and internal rules of conduct and all instructions and procedures in place
(i.e. Information Security, Code of Ethics, etc.).
Engagement and flexibility.
Great adaptability, responsiveness and efficiency.
Enthusiasm and open-mindedness.
Service-oriented.
Diplomacy.
Discretion and sense of confidentiality.
Attention to detail combined with strong professional ethics.
Full collaboration and knowledge transfer.