Job Opening: Executive Assistant to the Secretary General

Location: IBU Office, Anif near Salzburg, Austria

Reports to: Secretary-General

Start Date: As soon as possible

Position Status: Full Time

About the International Biathlon Union

The International Biathlon Union (IBU) is recognised by the International Olympic Committee (IOC), as the international governing body for the Olympic sport of biathlon. Headquartered in Anif near Salzburg, the IBU is a non-profit organisation registered in Austria that regulates the sport and oversees the competion organisation world-wide. In cooperation with its 63 member national federations, the IBU uses competitions, events, programmes and other activities to promote and develop participation in Biathlon throughout the world.

Position Overview

The Executive Assistant provides high-level administrative and organisational support to the Secretary General and the President of the IBU, while also serving as a key point of contact for the members of the Executive Board. This role requires exceptional organisational skills, discretion in handling sensitive matters, and the ability to work in a dynamic, international environment.

Key Responsibilities

• Provide daily executive-level support to the Secretary General and the President, including managing schedules, meeting notes, correspondence, preparation of presentations and travel arrangements.

• Serve as the main liaison for the 9 members of the IBU Executive Board, ensuring efficient communication and coordination.

• Support the preparation, organization, and follow-up of quarterly Executive Board meetings and occasional additional meetings, including international travel.

• Draft, proofread, and manage confidential correspondence, documents, and reports.

• Maintain and safeguard sensitive and confidential information with the utmost discretion.

• Coordinate logistics for meetings, events, and delegations hosted by the IBU leadership.

• Assist with special projects and initiatives as directed by the Secretary General.

• Ensure smooth communication and alignment between the Secretary General’s office and other IBU departments.

• Guarantee the technical readiness of meetings by organizing audio-visual equipment for seamless execution.

Qualifications and Skills

• Proven experience as an Executive Assistant or in a comparable senior administrative role, preferably in an international or sports-related organization.

• Exceptional organizational and time management skills with the ability to handle multiple priorities under pressure.

• High degree of integrity, confidentiality, and professionalism.

• Strong interpersonal and communication skills; ability to liaise effectively with senior stakeholders.

• Fluent written and spoken English C-1; knowledge of German and/or other languages is a strong advantage.

• Proficiency in MS Office and modern digital collaboration tools.

• Flexibility and willingness to travel internationally on a regular basis (approx. quarterly) and occasionally at short notice.

Personal Qualities

• Proactive and resourceful – anticipates needs and takes initiative to solve problems.

• Discreet and trustworthy – handles sensitive and confidential information with the highest level of integrity.

• Culturally aware and diplomatic – comfortable working in a diverse, international environment.

• Adaptable and resilient – able to adjust to changing priorities and demands.

• Collaborative – works effectively with colleagues and stakeholders at all levels.

• Tactful communicator – able to convey information clearly and respectfully, even in complex or sensitive situations.

What We Offer

• An exciting position at the heart of an international sports federation.

• The opportunity to work closely with top leadership and play a central role in supporting the governance of biathlon worldwide.

• A collaborative and multicultural work environment based in Anif b. Salzburg, Austria.

• Attractive employee benefits.

Please send your CV including relevant work experience and a brief personal summary including your motivation to join the biathlon family to christina.doll@rehrl.at.