Main Responsibilities:
As a key support to the Head of Education Events, you will be responsible for a variety of administrative tasks, ensuring smooth operations within the team. Your main duties will include:
- Handling communications, agenda management, meeting planning, and team coordination.
- Organizing management and staff team meetings with the Global Education Events team; tracking follow-up actions and ensuring timely delivery by responsible parties.
- Maintaining structured document management systems (SharePoint, Teams folders, archives, templates) to ensure consistency and accessibility.
- Coordinating internal and external communications, ensuring efficient, timely, and clear information flow.
- Acting as the contact point for the Education Events team and other internal/external stakeholders, ensuring timely follow-up and professional representation.
- Independently managing and running assigned projects to support the Head of Education Events, ensuring that objectives, timelines, and quality standards are met.
- Maintaining an overview of deadlines, ongoing projects, and key commitments to ensure milestones are met and no topics fall through the cracks.
- Preparing high-quality meeting minutes, reports, presentations, and other materials for internal and external stakeholders.
- Preparing briefing materials ahead of important meetings, ensuring the Head is fully informed and prepared.
- Identifying risks, misalignments, or workflow bottlenecks early and proposing solutions to prevent escalation.
- Supporting the AO Davos Courses, AO’s annual and global flagship event, by:
- Scheduling, preparing for, and organizing logistics for key meetings with internal and external stakeholders, including professional and precise minutes.
- Creating, managing, and monitoring follow-up action lists from meetings.
- Assisting in the organization of the annual Chairs meeting (venue and dinner reservations, faculty travel management, onsite setup).
- Providing support for the onsite organization of the Courses during the first two weeks in December.
Main Requirements:
- Minimum of 5 years of practical experience in a similar role.
- Background in executive assistance and/or event management is preferred.
- Outstanding organizational skills with a very high attention to detail and the ability to manage multiple projects simultaneously.
- High customer orientation, serving as a role model in professional behavior, manners, and workplace conduct.
- Experience working in an international and multicultural environment, preferably in healthcare, medical, or life sciences.
- Ability to manage tight deadlines, prioritize effectively, and work independently within assigned resources.
- Motivated and energetic, demonstrating trustworthiness, loyalty, and reliability.
- Proactive mindset: ability to think ahead, anticipate needs, identify gaps before they arise, and take initiative to improve processes or prevent issues.
- Strong problem-solving skills, with the capacity to propose solutions rather than escalate problems.
- High degree of discretion and the ability to handle sensitive or confidential information appropriately.
- Strong technical proficiency (e.g., Office 365, digital collaboration tools, Salesforce, Concur).
- Excellent English language skills (both written and verbal) with a good command of German.
Apply online using the form below. Only applications matching the job profile will be considered.