Main Responsibilities
As a vital member of the Education Events team, you will support the Head of Education Events by managing a variety of administrative tasks, including:
- Handling communications, agenda management, and meeting planning.
- Coordinating team efforts and conducting analyses and summaries.
- Arranging travel bookings and logistics.
- Organizing management and staff team meetings, tracking follow-up actions, and ensuring timely delivery by responsible parties.
- Maintaining structured document management systems (SharePoint, Teams folders, archives, templates) for consistency and accessibility.
- Facilitating internal and external communications to ensure clear and efficient information flow.
- Acting as the point of contact for the Education Events team and stakeholders, ensuring professional representation and follow-up.
- Managing and running assigned projects independently to support the Head of Education Events while meeting objectives, timelines, and quality standards.
- Keeping an overview of deadlines, ongoing projects, and key commitments to ensure milestones are met.
- Preparing high-quality meeting minutes, reports, presentations, and other materials for various stakeholders.
- Creating briefing materials ahead of important meetings to ensure the Head is fully informed and prepared.
- Identifying risks, misalignments, or workflow bottlenecks early and proposing solutions to prevent escalation.
- Providing support for the AO Davos Courses, AO’s annual flagship event by:
- Scheduling and organizing key meetings, while providing professional and precise 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.
- Supporting the onsite organization of the Courses during the first two weeks in December.
Main Requirements
- At least 5 years of practical experience in a similar role.
- Preferred background in executive assistance and/or event management.
- Exceptional organizational skills with a keen attention to detail and the ability to manage multiple projects simultaneously.
- Strong customer orientation, serving as a role model in professional behavior and workplace conduct.
- Experience in an international and multicultural setting, ideally within the healthcare/medical/life sciences sector.
- Ability to manage tight deadlines, prioritize effectively, and work independently with assigned resources.
- Motivated and energetic individual who exemplifies trustworthiness, loyalty, and reliability.
- Proactive mindset with an ability to anticipate needs, identify gaps, and take initiative to improve processes.
- Strong problem-solving skills, focused on proposing solutions rather than escalating 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 skills (written and verbal) with a good command of German.
Apply online using the form below. Only applications matching the job profile will be considered.