Coordinator

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    "description": "<p><span style=\"text-decoration: underline\">ABOUT THE ITTF</span></p>\n<p><br></p>\n<p>The ITTF is the heartbeat of table tennis worldwide. Since our founding in 1926, and as we celebrate our centenary this year, we have been inspiring the world to play — from first-time juniors to World Champions, from grassroots community sport to the Olympic and Paralympic Games.</p>\n<p>As the world governing body of a sport played competitively across 227 Member Associations, we nurture youth, senior, para, esports and masters players alike. Our mission is to foster a love for the sport that lasts a lifetime, driven by our core values of excellence, inclusiveness, sustainability, and friendship.</p>\n<p><br></p>\n<p>Behind every event, every World Championship, and every table tennis moment that moves people, there is a team of passionate professionals working across sport, events, technology, communications, and much more. If you want your work to matter on a global stage, you are in the right place.</p>\n<p><br></p>\n<p><span style=\"text-decoration: underline\">THE ROLE</span></p>\n<p>The Coordinator is the operational backbone of the President’s Office. The role combines executive-level coordination with hands-on personal support, ensuring the President and the Office function smoothly across all time zones and operational demands.</p>\n<p><br></p>\n<p>The role spans the full breadth of the President Office's work, from drafting official letters and stakeholder correspondent to travel logistics and on-the-ground operational support. The register is high, low, and everything in between. It suits someone who takes pride in making things run seamlessly, whatever the task.</p>\n<p><br></p>\n<p>The successful candidate will move fluently and proactively between coordination and practical, hands-on support, treating both with the same level of care, professionalism, and a service-oriented mindset.</p>\n<p><br></p>\n<p>The position is remote-friendly but requires a solid amount of international travel and a willingness to work irregular hours, including evenings and weekends, to support the President’s schedule during events, meetings, and official engagements.</p>\n<p> </p>\n<p><span style=\"text-decoration: underline\">CORE RESPONSIBILITIES</span></p>\n<p>Calendar and Travel Management</p>\n<ul>\n<li>Own and manage the President’s calendar: process meeting requests, resolve scheduling conflicts, coordinate across time zones, and maintain visibility of recurring commitments.</li>\n<li>Plan and execute all travel arrangements for the President, including flights, accommodation, ground transport, and visa requirements.</li>\n<li>Coordinate travel logistics for Executive Board members in connection with ITTF meetings and events.</li>\n</ul>\n<p><br></p>\n<p>Correspondence and Documentation</p>\n<ul>\n<li>Manage the President’s Office email account: triage incoming correspondence, draft or prepare responses, escalate as appropriate, and ensure timely follow-up.</li>\n<li>Draft, proofread, and format correspondence, presentations, proposals, reports, and other documentation on behalf of the President.</li>\n<li>Maintain a structured digital archive with consistent folder structures and naming conventions, ensuring institutional memory is preserved and accessible.</li>\n<li>Maintain and manage the President’s contact database, and interactions.</li>\n</ul>\n<p><br></p>\n<p>Meeting Preparation and Follow-up</p>\n<ul>\n<li>Prepare the President for meetings: compile and structure briefing notes, background materials, and talking points at appropriate lead times.</li>\n<li>Coordinate meeting logistics, including agenda preparation, room or virtual platform setup, and attendee management.</li>\n<li>Record and circulate action points following meetings, and track their completion.</li>\n</ul>\n<p><br></p>\n<p>Protocol and Gifts</p>\n<ul>\n<li>Manage all protocol matters related to the President’s Office, including guests and host liaison.</li>\n<li>Maintain the official gifts log (sent and received), coordinate reciprocal gestures, and manage the gifts inventory.</li>\n<li>Prepare and share hospitality documents with hosts in advance of official engagements.</li>\n</ul>\n<p><br></p>\n<p>Administrative and Day-to-day Support</p>\n<ul>\n<li>Manage expenses and maintain an accurate and up-to-date budget tracker, including recurring financial obligations, subscriptions, and ad hoc expenditures.</li>\n<li>Provide hands-on personal assistance to the President during working days, events, and official engagements: meeting room setup, catering, transport, and on-site logistics.</li>\n<li>Serve as a reliable point of contact for practical needs, anticipating requirements and resolving issues proactively.</li>\n<li>Support the Executive Board and the Secretary General on logistics and protocol matters as a secondary function of the role.</li>\n<li>Carry out any other duties as reasonably requested by the President or Chief of Staff.</li>\n</ul>\n<p> </p>\n<p><span style=\"text-decoration: underline\">REQUIREMENTS</span></p>\n<p>Essential</p>\n<ul>\n<li>Demonstrated experience in a comparable executive support, coordination, or office management role, ideally within an international sport organisation, federation, or diplomatic environment.</li>\n<li>Outstanding written and oral communication skills in English, with the ability to draft professional correspondence, briefing notes, and presentations to a high standard.</li>\n<li>Strong organisational skills with proven ability to manage competing priorities, meet deadlines, and work accurately under pressure.</li>\n<li>High degree of discretion and sound judgement when handling confidential and sensitive information.</li>\n<li>Comfortable across the full spectrum of the role: from briefing documentation to hands-on logistical and personal support, with no task considered beneath the position.</li>\n<li>Digitally fluent, with strong command of Microsoft 365 (Outlook, SharePoint, Teams, PowerPoint), and able to learn new platforms and tools quickly.</li>\n<li>Willingness to travel internationally on a regular basis and to work irregular hours, including evenings and weekends, in support of the President’s schedule.</li>\n<li>Solution-oriented and resourceful, with a natural instinct to resolve problems rather than escalate them unnecessarily.</li>\n<li>Able to remain calm and composed under pressure, managing urgent and time-sensitive situations with clarity and professionalism.</li>\n<li>Strong interpersonal and relationship-building skills, with the ability to engage professionally with senior leaders, government officials, and international stakeholders.</li>\n</ul>\n<p><br></p>\n<p>Desirable</p>\n<ul>\n<li>Knowledge of additional languages</li>\n<li>Familiarity with international sports governance, the Olympic and Paralympic movements, or the operations of an international federation.</li>\n<li>Experience with protocol, VIP management, or diplomatic hospitality.</li>\n<li>A genuine interest in table tennis or international sport more broadly.</li>\n</ul>\n<p> </p>",
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