Project administration & coordination
- Supports Head of Transition Management and Transition Leads in coordinating all transition activities across entities and functions
- Maintains and updates transition project plans and RAID logs (Risks, Assumptions, Issues, Dependencies), ensuring information is accurate and shared
- Organizes and documents meetings (e.g. steering committees, workstreams), including agendas, minutes, action tracking and follow-up
Documentation, reporting & tools
- Collects, structures and maintains all transition-related documentation (e.g. sign-offs, training records, process documentation, decision logs)
- Supports preparation of status reports, dashboards and presentations by consolidating input from Transition Leads and stakeholders
- Ensures proper version control and structured storage of project documents in line with agreed standards and tools
Stakeholder, training & logistics support
- Coordinates logistics for transition-related workshops, trainings and on-site / virtual sessions (rooms, invites, materials, links)
- Supports the organization of training programs, including participant tracking and distribution of training materials
- Assists in the preparation of communication materials for stakeholder updates and helps collect feedback to improve future activities
Education
- University degree in Business Administration, Project Management, or related field
Experience
- 4+ years of experience in administrative support or project coordination roles
Knowledge and skills
- Strong organizational and coordination skills, with the ability to manage multiple tasks and deadlines
- Proficient in MS Office (especially PowerPoint and Excel) and comfortable working with project planning and collaboration tools
- Experience in project administration, documentation management and meeting organization
- High attention to detail and accuracy in maintaining plans, RAID logs, minutes and status overviews
- Good communication skills and ability to work effectively with different stakeholders and functions
- Proactive, service-oriented mindset and willingness to support evolving project needs
Other requirements
- Very good command of oral and written English required
- Additional language skills are beneficial
- Willingness to travel occasionally (approx. 10–15%, depending on project needs)
- Openness to work in international, virtual teams and across multiple time zones
- This is a contract position for 3 years.
POSITION SCOPE
Reporting Line(s)
Solid line(s) to: Head of Transition Management
Dotted line(s) to:
Number of direct reports:
Number of dotted line reports:
Working Relationships
Internal contacts:
Executive Vice President Omya Services & Solutions
Transition teams
Transformation teams
Regions / in-country organization
External contacts:
Hiring agencies
External contractors / consulting firms
Skills Required
- University degree in Business Administration, Project Management, or a related field
- At least 4 years of experience in administrative support or project coordination roles
- Strong organizational and coordination skills with the ability to manage multiple tasks and deadlines
- Proficiency in Microsoft Office, especially PowerPoint and Excel
- Experience with project planning and collaboration tools
- Experience in project administration, documentation management, and meeting organization
- High attention to detail and accuracy in maintaining plans, RAID logs, minutes, and status overviews
- Good communication skills and ability to work effectively with different stakeholders and functions
- Very good command of spoken and written English
- Willingness to travel occasionally, approximately 10–15%
- Additional language skills
- Openness to working in international, virtual teams across multiple time zones
What We Do
Omya is a leading global producer of industrial minerals, primarily fillers and pigments derived from calcium carbonate and dolomite, and a worldwide distributor of specialty materials. The company operates across diverse sectors, including construction, polymers, pulp and paper, agriculture, and life sciences. It provides high-purity minerals and specialty ingredients designed to improve process efficiency and performance for customers in over 50 countries.
