Personal Assistant to Director

More than a job
 
Personal Assistant to Director
 
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