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As the organiser of some of the biggest and most iconic sport events in the world we lead the way in the sport and event industry.We are now looking for a Personal Assistant to Director that is part of FIFA and supports us on our mission.These are your key tasks:

  • Responsible for Director's diary management. Schedule and manage meetings and appointments within a rapidly changing set of priorities and demands

  • Managing mailbox and prioritizing for action / info / follow-up etc.

  • Coordinate and manage travel-related requests, including flights, ground travel, accommodations, visas, vaccinations/medical requirements for travel, agendas and itineraries

  • Recording and completion of meeting minutes and actions including for Sub-division management meetings including follow-ups

  • Providing general administrative support such as procurement processes, invoices and expenses management, contract management

  • Manage information flow in a timely and accurate manner

  • Maintain discretion and confidentiality, as well as adhere to the policies and procedures of the entity

  • Implementing and maintaining office operations/administrative systems and procedures

  • Management of Sub-Division holiday and leave requests and time management system

  • Understanding of event project management – managing multiple event projects simultaneously

  • Management of centralised Services requests Event calendar

  • Producing monthly project status reports from each of the 7 Functional Area in the Services Sub-Division (Guest Management, Accommodation, Travel, Event Logistics, Transport, Workforce, Volunteers) regarding event project progress / risks

  • Producing budget monthly reporting in conjunction with Event Controlling for all sub-division FAs including CC/IO and Project WBS budgets

  • Assist the Director with managing expense claims and managing the sub-division budget as needed

  • Coordinate new-hire onboarding procedures and induction programmes

  • Organizing team meetings and events

  • Pro-active in 'thinking on behalf of' the Director for all travel and meeting related requirements

The specific competencies we require for this position are:

  • Educated to degree level and trained in executive assistant management

  • Five years plus experience as Executive/Personal Assistant

  • Experience in project coordination

  • Experience with controlling, managing and prioritising Executive's time with busy / complex calendar with demand on time by multiple FAs and multiple event projects

  • Understanding and experience in event project management

  • Excellent organisational and planning skills

  • Strong communication and interpersonal skills with the ability to build relationships across the organisation

  • Excellent ability to prioritize tasks on behalf of Director

  • Service oriented and initiative

  • Detail oriented with focus on accuracy

  • Proactive, efficient, flexible and sense of responsibility

  • Ability to multitask and work under time constraints

  • Ability to work in a multicultural environment

  • Good knowledge of FIFA events and committees as well as FIFA operations and organizational functions

  • Proactive approach to problem-solving with strong decision-making capability

  • Resourceful with the ability to be extremely effective independently

  • Ability to handle confidential information with discretion

  • Ability to achieve high performance goals and meet deadlines in a fast paced and challenging environment

  • Experience in managing multiple priorities, administrative coordination, and logistics

  • Strong written and verbal communication skills

  • Comfortable around high-level leadership

Fédération Internationale de Football Association, FIFA-Strasse 20, 8044 Zurich

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