Event Administration Manager

Event Administration Manager

International Skating Union (ISU) Vacant since : 21.08.2026 Number of jobs : 1 1006 Lausanne (VD) 100% Immediately Permanent Registration requirement

The Event Administration Manager leads the administrative governance and information management framework for the full lifecycle of ISU events - from intent to bid and host selection through planning, production, delivery, financial close-out, and knowledge transfer. Reporting to the Chief of Events, the role supports the Chief of Events and the wider Events team by ensuring that processes, approvals, records, reporting, and event management tools are complete, current, traceable, and delivered to the required milestones.

The role serves as the operational owner of the Events team's administrative systems and institutional memory. It does not replace the Event Manager's accountability for assigned events; it provides the structure, controls, and cross-functional coordination that allow Event Managers, Local Organizing Committees (LOCs), ISU Members, and internal teams to plan and deliver events consistently.

• Lead the administration of the multi-year event bidding calendar, including intent-to bid communications, deadlines, documentation, and follow-up with ISU Members.
• Maintain a complete pipeline of prospective bidders and hosts, including expressions of interest, multi-year hosting discussions, meeting history, open questions, submitted documents, decisions, and next actions.
• Coordinate the issue and receipt of all bidding materials, record which Members received each document, track completeness of submissions, and manage clarifications and meeting records.
• Close each bidding round through formal completeness checks and prepare accurate status reporting for the Chief of Events, management, and Council.
• Coordinate the structured administrative review of bid submissions, consolidate assessment inputs and supporting evidence, and prepare decision-ready materials for event allocation recommendations.
• Administer allocation communications to successful and unsuccessful bidders, ensuring outcomes, feedback, and relevant rationale are documented for future bidding cycles.

• Establish and manage the administrative handover from event allocation to the assigned Event Manager and confirm that the event workspace, baseline documents, milestones, stage gates, and decision records are in place.
• Own the consistent use and administration of the ISU event project planner, milestone register, event plan, requirements, budget, ticketing, and other core planning documents across the event portfolio.
• Monitor portfolio-level deadlines, dependencies, approvals, risks, and outstanding information; elevate gaps and overdue actions to the Chief of Events and relevant Event Manager
• Coordinate with the ISU Office Strategic Manager and other internal stakeholders to keep event reporting, dashboards, management updates, and Council materials accurate and current.
• Prepare meeting agendas, decision logs, action trackers, minutes, follow-up communications, and consolidated status reports as required.

• Own the Events team's SharePoint information architecture and document‑control standards for each event, ensuring appropriate filing, naming, version control, access, and retention.
• Maintain alignment and data integrity across SharePoint, Smartsheet, Excel, Word, Power BI, and any approved event management or reporting tools.
• Develop and maintain a structured relationship and history record for bidding and hosting Members, creating a reliable institutional record comparable to a CRM for event hosting activity.
• Define templates, registers, checklists, and standard operating procedures that improve consistency, transparency, and efficiency across the event lifecycle.
• Act as the administrative super‑user for event management tools and support Event Managers and team members in their correct use

• Coordinate the administrative process for centrally funded event expenditure,…