Assistant to Head of Education Events (ID1947)

Main Responsibilities

• Support the Head of Education Events by handling administrative tasks such as communications, agenda management, meeting planning, team coordination, analyses, and summaries, 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 and ensure 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 
• Manage and run 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 no topics fall through the cracks 
• Prepare high quality meeting minutes, reports, presentations, and other materials for internal and external stakeholders 
  Prepare briefing materials ahead of important meetings, ensuring the Head is fully informed and prepared 
• Identify 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 (logistics) key meetings with internal and external stakeholders including professional and precise minutes
  • Creating, managing and monitoring follow-up action lists from the meetings
  • Assisting in the organization of the annual Chairs meeting (venue and dinner reservations, faculty travel management, onsite setup)
  • Providing support to 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 executive assistant, and/or event management background
• Outstanding organizational skills, very high attention to detail, and the ability to manage multiple projects in parallel
• High customer orientation; acts as a role model in professional behaviour, manners, and workplace conduct
• Experience working in an international and multicultural environment preferablye in healthcare/medical/lifescience.‑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