Executive Assistant to the Director General

Olympic Capital; Vaud; Hybride; CHF 110 000 - 140 000; Plein temps

Résumé du poste

International Skating Union is seeking an Executive Assistant to the Director General to provide comprehensive administrative support, manage the Director General's calendar, coordinate travel and meetings, and liaise with stakeholders across the ISU network.

You will draft correspondence, prepare briefing materials, and ensure professional, confidential communications, contributing to the smooth operation of the Director General’s Office and ISU governance processes.

Responsabilités

• Provide comprehensive administrative support to the Director General, including calendar management, meeting scheduling, correspondence and travel coordination.
• Anticipate priorities, manage competing demands, and coordinate appointments, invitations and logistics to ensure the smooth operation of the Director General’s Office.
• Serve as a key contact between the Director General and internal and external stakeholders, including Member Federations, Council Members, athletes, partners and service providers.
• Maintain effective relationships and ensure professional, efficient and confidential communications.
• Prepare and review presentations, reports, briefing papers, agendas and meeting materials, ensuring accuracy, quality and timely delivery.
• Draft, proofread and edit correspondence, emails, speeches and reports, ensuring clear messaging aligned with ISU objectives.
• Support communication of key decisions, strategic initiatives, organisational priorities and governance matters to staff and stakeholders.
• Organise meetings, including scheduling, logistics, agenda preparation and circulation of materials.
• Attend meetings as required, prepare minutes, record decisions, maintain action trackers and monitor deadlines.
• Coordinate Council meetings, including logistics, documentation, minute-taking, action tracking and stakeholder communications, supporting effective discussion and decision-making.
• Research and compile background information and briefing materials for meetings, events and stakeholder engagements, ensuring the Director General is prepared for discussions and decisions.
• Coordinate conferences, official functions, stakeholder engagements and the Director General’s participation in ISU events and international meetings related to skating and the Olympic Movement.
• Manage schedules, travel, supporting documentation, hospitality and stakeholder coordination, liaising with internal teams and external partners to ensure successful execution.
• Welcome and host visitors on behalf of the Director General’s Office, ensuring interactions reflect ISU values and professionalism.
• Assist in coordinating, tracking and reporting on strategic projects and organisational initiatives.
• Monitor milestones and facilitate follow-up with internal and external stakeholders.
• Handle sensitive information with discretion, integrity and sound judgement.
• Uphold the highest standards of professionalism, ethics and confidentiality.

Description du poste

Executive Assistant to the Director General

• International Skating Union
• 100%
• Permanent

Key Responsibilities

Executive Administration

• Provide comprehensive administrative support to the Director General, including calendar management, meeting scheduling, correspondence and travel coordination.
• Anticipate priorities, manage competing demands, and coordinate appointments, invitations and logistics to ensure the smooth operation of the Director General’s Office.
• Serve as a key contact between the Director General and internal and external stakeholders, including Member Federations, Council Members, athletes, partners and service providers.
• Maintain effective relationships and ensure professional, efficient and confidential communications.
• Prepare and review presentations, reports, briefing papers, agendas and meeting materials, ensuring accuracy, quality and timely delivery.
• Draft, proofread and edit correspondence, emails, speeches and reports, ensuring clear messaging aligned with ISU objectives.
• Support communication of key decisions, strategic initiatives, organisational priorities and governance matters to staff and stakeholders.

Meeting Coordination & Follow-Up

• Organise meetings, including scheduling, logistics, agenda preparation and circulation of materials.
• Attend meetings as required, prepare minutes, record decisions, maintain action trackers and monitor deadlines.
• Coordinate Council meetings, including logistics, documentation, minute-taking, action tracking and stakeholder communications, supporting effective discussion and decision-making.

Briefing & Preparation

• Research and compile background information and briefing materials for meetings, events and stakeholder engagements, ensuring the Director General is prepared for discussions and decisions.

Event & International Engagement Coordination

• Coordinate conferences, official functions, stakeholder engagements and the Director General’s participation in ISU events and international meetings related to skating and the Olympic Movement.
• Manage schedules, travel, supporting documentation, hospitality and stakeholder coordination, liaising with internal teams and external partners to ensure successful execution.
• Welcome and host visitors on behalf of the Director General’s Office, ensuring interactions reflect ISU values and professionalism.

Strategic Project Support

• Assist in coordinating, tracking and reporting on strategic projects and organisational initiatives.
• Monitor milestones and facilitate follow-up with internal and external stakeholders.

Confidentiality & Professional Conduct

• Handle sensitive information with discretion, integrity and sound judgement.
• Uphold the highest standards of professionalism, ethics and confidentiality.