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 preferably 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