Assistant to Head of Education Events / Assistante to Head of Education Events

Main Responsibilities:

• Support the Head of Education Events by managing a variety of administrative tasks, including communications, agenda management, meeting planning, team coordination, analysis, and travel booking and coordination.
• Organize management and staff team meetings with the Global Education Events team; track follow-up actions to ensure timely delivery by responsible parties.
• Maintain structured document management systems (SharePoint, Teams folders, archives, templates) to ensure consistency and accessibility.
• Coordinate internal and external communications, ensuring efficient, timely, and clear information flow.
• Act as the contact point for the Education Events team and other internal/external stakeholders, ensuring timely follow-up and professional representation.
• Independently manage and run assigned projects in support of the Head of Education Events, ensuring objectives, timelines, and quality standards are met.
• Maintain an overview of deadlines, ongoing projects, and key commitments to ensure milestones are achieved without oversight.
• Prepare high-quality meeting minutes, reports, presentations, and other materials for internal and external stakeholders.
• Create briefing materials before important meetings, ensuring the Head is fully informed and prepared.
• Identify risks, misalignments, or workflow bottlenecks early and propose solutions to mitigate escalation.
• Support the AO Davos Courses, AO’s annual flagship event, by:
  • Scheduling, preparing for, and organizing key meetings with internal and external stakeholders, including producing precise meeting minutes.
  • Creating, managing, and monitoring follow-up action lists from meetings.
  • Assisting in the organization of the annual Chairs meeting, including venue and dinner reservations, faculty travel management, and onsite setup.
  • Providing support for onsite organization during the Courses (first two weeks in December).

Main Requirements:

• At least 5 years of practical experience in a similar role.
• Preferably an executive assistant and/or event management background.
• Outstanding organizational skills with exceptional attention to detail and the ability to manage multiple projects simultaneously.
• High customer orientation; serves as a role model in professional behavior, manners, and workplace conduct.
• Experience working in an international and multicultural environment, preferably within the healthcare, medical, or life sciences fields.
• Ability to manage tight deadlines, prioritize effectively, and work independently with assigned resources.
• Motivated and energetic, demonstrating trustworthiness, loyalty, and reliability.
• Proactive mindset, capable of anticipating needs, identifying potential gaps, and taking initiative to enhance processes or prevent issues.
• Strong problem-solving skills, focusing on proposing solutions rather than escalations.
• High degree of discretion with the ability to handle sensitive or confidential information appropriately.
• Strong technical proficiency (e.g., Office 365, digital collaboration tools like Wedo, Salesforce, Concur).
• Excellent English 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.