Coordinator, President's Office

ABOUT THE ITTF

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.

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.

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.

THE ROLE

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.

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.

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.

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.

CORE RESPONSIBILITIES

Calendar and Travel Management

• Own and manage the President’s calendar: process meeting requests, resolve scheduling conflicts, coordinate across time zones, and maintain visibility of recurring commitments.
• Plan and execute all travel arrangements for the President, including flights, accommodation, ground transport, and visa requirements.
• Coordinate travel logistics for Executive Board members in connection with ITTF meetings and events.

Correspondence and Documentation

• Manage the President’s Office email account: triage incoming correspondence, draft or prepare responses, escalate as appropriate, and ensure timely follow-up.
• Draft, proofread, and format correspondence, presentations, proposals, reports, and other documentation on behalf of the President.
• Maintain a structured digital archive with consistent folder structures and naming conventions, ensuring institutional memory is preserved and accessible.
• Maintain and manage the President’s contact database, and interactions.

Meeting Preparation and Follow-up

• Prepare the President for meetings: compile and structure briefing notes, background materials, and talking points at appropriate lead times.
• Coordinate meeting logistics, including agenda preparation, room or virtual platform setup, and attendee management.
• Record and circulate action points following meetings, and track their completion.

Protocol and Gifts

• Manage all protocol matters related to the President’s Office, including guests and host liaison.
• Maintain the official gifts log (sent and received), coordinate reciprocal gestures, and manage the gifts inventory.
• Prepare and share hospitality documents with hosts in advance of official engagements.

Administrative and Day-to-day Support

• Manage expenses and maintain an accurate and up-to-date budget tracker, including recurring financial obligations, subscriptions, and ad hoc expenditures.
• Provide hands-on personal assistance to the President during working days, events, and official engagements: meeting room setup, catering, transport, and on-site logistics.
• Serve as a reliable point of contact for practical needs, anticipating requirements and resolving issues proactively.
• Support the Executive Board and the Secretary General on logistics and protocol matters as a secondary function of the role.
• Carry out any other duties as reasonably requested by the President or Chief of Staff.

REQUIREMENTS

Essential

• Demonstrated experience in a comparable executive support, coordination, or office management role, ideally within an international sport organisation, federation, or diplomatic environment.
• Outstanding written and oral communication skills in English, with the ability to draft professional correspondence, briefing notes, and presentations to a high standard.
• Strong organisational skills with proven ability to manage competing priorities, meet deadlines, and work accurately under pressure.
• High degree of discretion and sound judgement when handling confidential and sensitive information.
• 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.
• Digitally fluent, with strong command of Microsoft 365 (Outlook, SharePoint, Teams, PowerPoint), and able to learn new platforms and tools quickly.
• Willingness to travel internationally on a regular basis and to work irregular hours, including evenings and weekends, in support of the President’s schedule.
• Solution-oriented and resourceful, with a natural instinct to resolve problems rather than escalate them unnecessarily.
• Able to remain calm and composed under pressure, managing urgent and time-sensitive situations with clarity and professionalism.
• Strong interpersonal and relationship-building skills, with the ability to engage professionally with senior leaders, government officials, and international stakeholders.

Desirable

• Knowledge of additional languages
• Familiarity with international sports governance, the Olympic and Paralympic movements, or the operations of an international federation.
• Experience with protocol, VIP management, or diplomatic hospitality.
• A genuine interest in table tennis or international sport more broadly.