JOB DESCRIPTION

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 Departments 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.

- Press relations support: updating and producing press kits, setting up distribution lists and telephone reminders.

- Keep the benchmarks, opinion surveys and related documents up to date.

Prepare the Units 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 Units management tools are available and up to date. - Plan the Head of Units meetings and organise the schedules, meetings and travel arrangements

for the Units project managers, consultants and partners. - Keep the Units schedule up to date: HR and Units subcontractors (including coordination of their

actions). - Keep the Units roadmaps, dashboards, graphics, other media (catalogues, product

presentations, etc.) and statistics up to date. - Manage an electronic and paper filing system which meets the Units needs. - Manage the follow-up, distribution and flow of the Units invoices. - Establish financial procedures and various contracts. - Consolidate the Units budgets.

Culture and Heritage Department

Function

:

Administrative Assistant

Mission

Develop and manage all the administrative aspects aimed at strengthening the development of networks, partnerships and international communication for the Head of Unit.

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 IOCs 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.

Status : Staff

Activity level : 100%

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.