Assistant to Head of Education Events (ID1947)
Location: 7270 Davos Platz (GR). Employment: Permanent, 100% with home‑based work. Employment start: By agreement.
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); and 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 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 preferable 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 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 (Wedo), Salesforce, Concur).
* Excellent English skills (written and verbal) and a good command of German.
Language Skills:
* English: oral – Very good; written – Very good.
* German: oral – Good; written – Good.
Qualification: Skilled. Work experience: More than 3 years. Education: Higher professional education and training, diploma or equivalent.
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