Department Administrative Assistant

Department: Sports

Location: Lausanne, Switzerland

Contract Type: Temporary (end date30/09/2026)

Activity Level: 100%

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 experienced Administrative Assistant, and the vision to build a better world through sports inspires you, this is a unique opportunity to contribute to the Olympic Movement within the IOC.

As a Administrative Assistant, you will provide high-level assistance to Director of the IOC Digital Engagement & Marketing department. Additionally you will also be assisting the Digital Engagement & Marketing Leadership team with administrative tasks and providing contract management support to the department.

Your main responsibilities will include:

High-level assistance to Director

• Assist in managing emails, agenda and appointments.

• Coordinate meetings, manage participants, take minutes and follow up on actions.

• Assist in travel arrangement and related logistics.

• Manage expenses reports (creation and approvals) in a timely manner.

• Manage the information flow and the Director’s internal/external communications when required.

• Provide support for delegated projects and activities.

Support to the DEM department

• Assist the Director, Head of Integration & Excellence and DEM leadership team in administrative tasks.

• Coordinate office supplies, equipment maintenance, and other logistical requirements during and between the Olympic Games.

• Provide logistical support ahead of the IOC Session, IOC Commissions, Executive Boards, Steering Committees, and other IOC corporate meetings.

• Plan and coordinate department’s staff meetings, team events and year-end parties.

• Manage and maintain the department’s corporate calendar to keep everyone up to date and ensure timely delivery of important IOC corporate milestones.

• Represent DEM Department in the community of the IOC Executive Assistants Network

• Provide logistical support for department’s meetings with Olympic Channel Services in Madrid

• Liaise with other IOC departments’ assistants to support and plan DEM activities with these departments.

• Prepare presentations required in the framework of the activities of the department.

• Maintain a professional and welcoming office environment for visitors and staff.

• Process invoices and purchase orders requests in SAP system.

Contract Management support

• Create the Contract Workspaces in Ariba, maintaining contract meta data and risk assessment questionnaire.

• Filling in the contract template with relevant information provided by the contract managers and teams.

• Act as subject matter expert and knowledge champion regarding the administrative tasks in Ariba.

• Assist with monitoring the Department’s contract and procurement management.

• Support with creating suppliers in CORE, processing and managing budget, orders and invoices.

• Ensure that service providers are rightly recorded in IOC systems (i.e., ECM tool).

• Process invoices and purchase orders requests in SAP system.

In order to be eligible for this role, you need to meet the following criteria:

• Executive-secretary training with proven experience as an executive assistant in an international environment.

• Excellent command of English and French (writing and speaking). Spanish is an asset.

• Digital savvy is an asset.

• Good IT skills in general.

• Excellent command of the corporate tools and ability to follow the internal user rules (Outlook, SharePoint, Excel, Power Point etc.).

• Excellent command of corporate tools and compliance with the internal usage rules.

• Ability to work autonomously and in a team.

• Quick to learn skills and keen sense of service and priorities.

• Ability to adhere to the organization’s principles of good conduct and ethics and apply them; and ability to act accordingly.

• Good communication skills.

• Strong planning and organisational skills.

• At ease with a fast-moving environment.

• Business acumen with senior management.

Come and join an organisation where the spirit of inclusion, gender equality and diversity is embedded in its DNA 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.