Service Description
OBS is seeking to fill a temporary freelancer position as an Admin Assistant to work in the Broadcast Engineering (BEng) department at the IBC (International Broadcasting Centre). Our operations headquarters would be based in the building of Fiera Milano Congressi, in Milan, Italy.
The BEng Admin Assistant is responsible for providing overall administrative assistance to the Department Head, Manager and staff of each of the engineering departments.
Duties & Responsibilities
- Coordinate meetings, set up meeting rooms, and prepare agendas and meeting minutes;
- General administration duties including faxing, photocopying, mailing, etc.;
- Organise and manage department filing systems;
- Deal with issues and parties with the utmost professionalism and confidentiality;
- Promote and contribute to a positive team atmosphere;
- Coordinate travel arrangements, itineraries and process expense reports;
- Answer general phone calls and organise mail/emails by responding to information as directed;
- Proactively develop administrative processes to support the efficiency of the department;
- Provide coverage to the other colleagues and help coordinate special events, as required;
- Assist with keeping common areas (kitchen, copier room…etc.) tidy and organised;
- Help with translation from Italian to English, when necessary;
- Know the local area very well to help orientate people and advise of restaurants, venues etc. if necessary;
- Help in managing rosters, guidance, prioritising tasks, etc.;
- Other duties and tasks as assigned;
Skills, Requirements & Qualifications
- Completed Degree or Diploma in a relevant field;
- Minimum 1 year of experience as an Administrative Assistant or similar expertise;
- Strong knowledge of Word, Outlook, Excel, and PowerPoint required, MS Project;
- Excellent verbal and written skills in English and Italian, knowledge of additional languages such as Spanish or French is a plus;
- Capable of handling multiple projects simultaneously with tight timelines;
- Able to work in high-pressure situations;
- Ability to work effectively in a team environment and collaboratively with other departments;
- Ability to work independently without guidance and supervision;
- Project a positive and helpful attitude in answering questions and providing assistance.
Workplace & Environment
- This is a freelance contract from October 2025 until end of March 2026;
- Full time shift work including evenings and weekends;
- Subject to national/international criminal background checks.
Additional - Guide to Olympic Acronyms:
- OBS: Olympic Broadcasting Services
- IBC: International Broadcast Centre
- BEng: Broadcast Engineering
We thank all applicants, however, only those selected for interviews will be contacted. Only direct candidate applications to our organisation will be accepted.
Our Commitment to Diversity:
We are committed to creating an inclusive environment for all people. We welcome applications from all qualified candidates, regardless of race, ethnicity, gender, or background.
Please be informed that Olympic Broadcasting Services, S.L. (“OBS”) or Olympic Channel Services S.L. (“OCS”) (depending on the role you apply for as indicated in the position description) will be the data controller of your personal data with registered address at C/Torrelaguna 75, 28027 Madrid. Your personal data will be processed for recruiting purposes, being the lawful grounds of such processing contractual necessity, OBS/OCS legitimate interests and in some cases your consent, as further described in our Recruiting Privacy Policy. You can exercise your data protection rights by contacting OBS Data Protection Officer via [email protected]. By submitting your application, you acknowledge and accept our Recruiting Privacy Policy.
