Assistant to Head of Education Events / Assistantess to Head of Education Events

Main Responsibilities

- Support the Head of Education Events by managing administrative tasks, including communications, agenda management, meeting planning, team coordination, analyses, summaries, and travel booking and coordination.

- Organize management and staff team meetings with the Global Education Events team; track follow-up actions and 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 to ensure efficient, timely, and clear information flow.

- Serve as the primary contact point for the Education Events team and other internal/external stakeholders, ensuring timely follow-up and professional representation.

- Manage and execute assigned projects independently to support 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 met and nothing falls through the cracks.

- Prepare high-quality meeting minutes, reports, presentations, and other materials for internal and external stakeholders.

- Create briefing materials ahead of important meetings, ensuring the Head is fully informed and prepared.

- Identify potential risks, misalignments, or workflow bottlenecks early and propose solutions to prevent escalation.

- Support the AO Davos Courses, AO’s annual and global flagship event, by:

• Scheduling, preparing for, and organizing key meetings with internal and external stakeholders, including taking professional meeting minutes.
• Creating, managing, and monitoring follow-up action lists from the meetings.
• Assisting in organizing the annual Chairs meeting (venue and dinner reservations, faculty travel management, onsite setup).
• Providing support for the onsite organization of the Courses (first two weeks in December).

Main Requirements

• At least 5 years of practical experience in a similar position.
• Preferably a background in executive assistance and/or event management.
• Outstanding organizational skills, very high attention to detail, and the ability to manage multiple projects simultaneously.
• High customer orientation; acts as a role model in professional behavior, manners, and workplace conduct.
• Experience working in an international and multicultural environment, preferably in healthcare/medical/life science.
• 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 ability 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 (Wedo), Salesforce, Concur).
• Excellent English skills (written and verbal) and a good command of German.

Apply online using the form below. Only applications matching the job profile will be considered.