Project Coordinator Management & Administrative Support (ID1501)

Main Responsibilities

Efficient and effective planning and delivery of all ESA Board & Committee Meeting:

• Planning and delivery of all ESA Board & Committee Meetings for all Clinical Specialties
• Organize Board/Council Info sharing meetings
• Venue booking, onsite logistics, travel management, reimbursement and social program
• Create meeting minutes and centrally manage all meeting files, action items and decisions
• Support regional manager with agenda planning (invite guest speakers)
• Support Regional Managers preparing presentations for board, committee meetings and team meetings 
• Support onboarding and system access for Regional Officers

Plan and deliver elections for regional boards & committees. Support EO's conducting national election:

• Plan and deliver all regional boards (incl. associated elections) & committee elections
• Prepare election schedule, manage call for applications, meticulous manage electorate list, ensure communication to Nomination Committee, Boards and candidates.
• Plan public communication to announce election results (web, email or social media)

Main Requirements

• At least 5 years of professional experience as an Assistant and/or in administration; ideally for advisory boards/committees
• Accomplished professional education (e.g. Fachausweis or B.Sc)
• Working experience in an international environment
• Tech savvy, good knowledge of MS Office 365, digital collaboration tools and AI applications
• High quality, service-oriented and pro-active mindset
• Proven organizational and multi-tasking skills with attention to detail and a structured way of working
• Excellent communicator, internally and externally (writing reports, minutes, etc.)
• Strong verbal and written communication skills in English, German and any other language is a plus 
• Travel within Europe is required