IT Office and Project Coordinator (H/F)

World Athletics is seeking an IT Office & Project Coordinator to support the administrative organisation and project monitoring activities of the IT team, helping our organisation deliver world-class sporting events to millions of fans of athletics, the world's most widely practised sport. Are you passionate about sport, organisation and technology? If so, this role could be the perfect opportunity for you!

The IT Office & Project Coordinator ensures that every initiative reflects World Athletics’ values: respect, integrity, leadership, commitment, innovation, excellence, and the advancement of athletics globally.

·    Provide high-quality administrative, coordination and operational support to the CIO and the World Athletics IT department.

·    Act as a professional and reliable point of coordination between the Technology department, World Athletics functional areas, technical suppliers and other internal stakeholders.

·    Support the capture, clarification and follow-up of technology requirements from World Athletics functional areas, ensuring actions, owners, decisions and dependencies are clearly documented.

·    Coordinate departmental processes including procurement administration, budget tracking, supplier contract administration, licensing, meetings, records and departmental facilities.

·    Use AI-enabled tools and modern office applications confidently to improve productivity, produce high-quality documents, summarise information, track actions and simplify processes.

·    Contribute to a friendly, service-oriented IT department culture where colleagues and stakeholders receive clear communication, timely follow-up and practical support.

·    This is an office-based role in Monaco. Home office is not part of the standard working arrangement.

Executive & Departmental Administration :

·    Manage the CIO agenda, meeting preparation, follow-up reminders and correspondence as required.

·    Organise departmental meetings, workshops, supplier sessions and special events, including logistics, documentation and stakeholder coordination.

·    Coordinate with the Legal department and Technology project teams to support the preparation, tracking and follow-up of contracts, RFPs and related documentation.

·    Maintain departmental records, files, inventories.

Technology Requirement & Project Coordination:

·    Support the collection and documentation of technology requirements from World Athletics functional areas, translating discussions into clear requirements, actions and next steps.

·    Coordinate requirement follow-up with functional area representatives, technical suppliers and internal Technology team members to maintain momentum and visibility.

·    Maintain project coordination tools such as action trackers, decision logs, RAID logs, status reports and meeting packs for selected technology initiatives.

·    Help prepare concise project updates for the CIO and Technology leadership, highlighting progress, risks, dependencies and decisions required.

Supplier, Procurement and Contract Administration:

·    Support vendor contract administration, purchase requisitions, invoice follow-up, supplier onboarding documentation and procurement-related tracking.

·    Maintain an overview of licensing, subscriptions and renewals, ensuring timely reminders and accurate records.

·    Liaise with technical suppliers in a professional and structured manner, ensuring information is complete and follow-up actions are clear.

·    Work with the Legal department and Technology project teams to coordinate contract inputs, RFP preparation, approval follow-up and supporting documentation.

Budget, Reporting & Process Improvement:

·    Assist with budget tracking, purchase order follow-up and reconciliation of administrative information for the department.

·    Create, maintain and improve templates, trackers, dashboards and knowledge-sharing materials for Technology department processes.

·    Identify opportunities to simplify administrative workflows using Microsoft 365, AI tools, automation and standardised ways of working.

Office technology and service support:

·    Coordinate administrative activities related to mobile telephony, office tooling, electronic signature processes and other internal IT administrative services.

·    Act as a helpful liaison for colleagues who need guidance on Technology department processes, routing requests to the appropriate technical owner when needed.

The outlined duties and responsibilities are provided for guidance purposes and remain non-exhaustive. The company reserves the right to vary them to meet business needs without constituting a material variation of the contract.

·         Experience (minimum 3 years) in administrative, executive assistant, coordination or project support role, office management, preferably in an international environment and/or an IT department.

·         Bachelor’s degree (minimum) or equivalent qualification in administration, business support, project coordination, management, technology administration or a related field. A project coordination certification or practical training in AI productivity tools would be an advantage.

·         Excellent verbal and written communication skills in English (C1 to C2) and additionally French, Chinese or Japanese. Other languages considered an asset.

·         Advanced working knowledge of Microsoft 365, including Outlook, Teams, Word, Excel, PowerPoint, SharePoint, collaborative document management or any project management tool.

·         Proficiency in using AI tools (Copilot and others) responsibly to increase productivity, including drafting, summarising, meeting preparation, document review, research support and workflow improvement.

·         Experience supporting an IT, technology, digital, operations or project-based department is strongly preferred.

·         Strong organisational skills with the ability to prioritise, follow up reliably, work accurately and manage several topics in parallel with autonomy.

·         Good understanding of project coordination fundamentals, including meeting minutes, action logs, status reporting, risks, dependencies and stakeholder follow-up.

·         Ability to work confidently with internal stakeholders, functional areas and external technical suppliers.

·         Good attention to details with the ability to handle administrative, financial and contractual information accurately and confidentially.

·         Comfortable working in an office-based environment in Monaco with no standard home office arrangement.

·         Person of impeccable integrity, loyalty, discretion and reliability, able to handle confidential information appropriately.

·         Excellent interpersonal skills and strong communicator across multicultural, international boundaries.

·         Curious about technology and AI, willing to learn new tools and propose practical improvements to current ways of working.

·         Friendly, service-oriented and collaborative approach, team player, open-minded, contributing positively to the Technology department team culture.

·         Proactive and structured, reliable, with a can-do attitude and the confidence to clarify, escalate and follow up when needed.

·         Calm and efficient under pressure, able to maintain composure in a busy environment with competing priorities.

·         Tactful, organised and attentive to detail, with the ability to build cooperative working relationships across World Athletics.