Event Assistant

Federations & Major Events
Nyon , Switzerland
Full Time
Competitive
8 / 12
As Event Assistant, you support the unit in the planning, preparation and on-site delivery of the events and other projects within the unit's scope. You are responsible for a number of logistical and administrative tasks, which affect all projects in our department.
 

Full description

Job information:

Division / Unit: Operations / Tournament/Event Management
Contract type: Fixed Term
Start date: 08.01.2024
End date: 31.08.2025
Location: Nyon

Main goal:

As Event Assistant, you support the unit in the planning, preparation and on-site delivery of the events and other projects within the unit's scope. You are responsible for a number of logistical and administrative tasks, which affect all projects in our department.

Key responsibilities:

* Assisting the Head of Unit in the overall administration of the unit

* Assisting the entire unit in compiling and implementing processes, working tools and documents

* Assisting the unit's project leader(s) with the preparation and delivery of their events, for example:
- Liaising with internal stakeholders and/or communicating with the local organising structure (LOS)
- Assisting with the planning and preparation of meetings (before, after and during working visits) and writing meeting minutes or reports
- Coordinating working visit schedules and handling any related logistics
- Creating and regularly updating stadium maps and checklists for stadiums, hotels and training grounds
- Supporting the coordination of overlay set-up and dismantling plans
- Assisting with the preparation and set-up of selected venues
- Coordinating the handover and handback of selected venues
- Providing all stakeholders with key information on selected venues
- Coordinating material orders, shipments and related logistics
- Supporting travel and accommodation arrangements
- Helping to compile activity plans

* Processing internal and external invoices, creating purchase orders and following up on payments

The above list is not exhaustive and, depending on specific requirements during the different project phases and general tasks within the unit, you may be assigned additional responsibilities. It is necessary be flexible, and prepared to travel abroad regularly, if required.

Profile:

Experience required:
- from 1 to 3 years / 1 to 3 years in project or event management, preferably on high-profile sports or other major event(s)

1 to 3 years in a multicultural business environment would be an asset, ideally in the role of executive or personal assistant

Education:
- Bachelor's or equivalent, preferably in project management, otherwise in international business, event management or sports management

Languages:
- English / Proficient
- French / Intermediate

Additional requirements:
- MS Excel / Advanced
- MS Outlook / Advanced
- MS PowerPoint / Advanced
- MS Project / Intermediate
- MS Word / Advanced
- Detail-oriented
- Able to work accurately under pressure and in stressful situations
- Able to multitask
- Excellent client service skills
- Confident, committed, proactive and flexible
- Strong communication and negotiation skills
- Able to troubleshoot
- Any other languages would be an asset

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