Stakeholder Affairs Coordinator

Job Description

Job information
Division/Unit: Strategic & Stakeholder Affairs / Stakeholder Affairs
Contract type: Open ended
Location: Nyon (WFH up to one day per week)
Start date: ASAP

Main goal

To ensure the smooth administrative, logistical and operational functioning of the Stakeholder Affairs unit through close coordination with internal colleagues and external stakeholders, enabling the team to fully focus on its core strategic priorities.

Key responsibilities

Administration

• Updating the project management system to provide a clear overview of ongoing and upcoming projects within the Stakeholder Affairs unit, ensuring that timelines, tasks and deliverables are clearly defined and that ownership is properly assigned.
• Collaborating with internal teams to develop and maintain a centralised database of external stakeholders, completed with birthday notifications.
• Acting as the unit's group relations coordinator, managing ticketing, accreditations and hotel arrangements for stakeholders and coordinating guests and colleagues attending events.
• Handling budget administration, including managing internal and external invoices, creating purchase orders, monitoring payments and ensuring compliance with financial processes (including for the Brussels office).
• Providing logistical and administrative support to the team.Demonstrating strong commitment to the team by maintaining high levels of availability, responsiveness and collaboration with stakeholders.

Events

• Coordinating administration, logistics and internal and external communication for events held at UEFA headquarters and external locations, including stakeholder advisory forums, social dialogue meetings and committee meetings.
• Handling event planning tasks, including invitations, venue booking, catering, technical set-up, transport and accommodation, collaborating with internal stakeholders (e.g. UEFA's in-house travel agency) as needed.
• Keeping a comprehensive and up-to-date calendar of recurring and upcoming events, ensuring deadlines, key dates and preparation milestones are clearly flagged.
• Providing regular updates to the team and ensuring alignment with other UEFA departments where necessary.
• Providing on-site support during meetings, where appropriate.Coordinating administration, logistics and invitations and ensuring active communication with the team and stakeholders in preparation for and during the UEFA finals.
• Managing the team and stakeholder logistics, ensuring all arrangements are handled efficiently.

Internal coordination

• Proactively suggesting process improvements and assisting in integrating new technologies where needed.
• Keeping the team informed by sharing timely updates, relevant information and key developments.
• Booking meeting rooms for internal unit meetings as well as meetings with other divisions and external stakeholders.
• Supporting the team with other responsibilities and projects, as needed.
• Maintaining effective collaboration and communication within the team and with colleagues from other units where appropriate, ensuring continued support and alignment on priorities.