Executive Office Assistant (maternity leave cover)

You will act as an Executive Office Assistant for the CEO and the senior-level members of the Executive Committee, by providing a high-level and proactive organizational and administrative support.

You will coordinate the administrative processes of the Executive Office Assistant, together with the Executive Office Team Lead, such as elections of the officers of the Society and database management, and you will be asked to perform general governance tasks ensuring smooth running of the department and to follow-up on the decisions and initiatives agreed upon by the Executive Committee.

List of tasks and activities

Human Resources Assistance

• Assistance in recruitment

Finance, Legal Assistance and Administration

• Assisting with ERS Officers reimbursements and expenses management
• Following up on ERS Officers and Executive Director credit card statements
• Assisting Executive Director with trademark registrations and coordinating with trademark lawyers for ERS brand portfolio registrations

ERS Officers Travel Management

• Assisting with travel arrangements for ERS Officers and Executive Director
• Coordinating accommodation and transfers with external societies

ERS Membership Database And ERS Elections

• Assisting the Executive Office Team Lead with ERS Elections for Assembly Heads/Secretaries and Group Chairs/Secretaries
• Assisting the Executive Office Team Lead with ERS Presidential/Senior Elections
• Fellows of ERS Elections – coordinating with the ERS Nominations Committee
• Communication to the ERS staff and candidates on the outcomes of the elections
• Update roles and Committees in the ERS database

ERS International Congress And ERS Committee Meetings

• Business meetings planning and room allocation
• Assisting the Executive Office Team Lead with the preparation of the agendas for the meetings, collection of slides, minute taking and follow up
• Preparing and issuing certificates to the outgoing ERS Officers
• Assisting at the Social Networking events (Executive Committee dinner, President’s Reception, etc.)
• Assisting the Executive Office Team Lead with the organisation of the Assembly Members’ meetings (including creation of PPTs)
• Follow up on actions/decisions following the meetings
• Communication on behalf of ERS Leadership

Internal Meetings And Office Administration

• Preparing agenda for the Heads of Departments (HoD) calls, minute taking and follow up
• Preparing and organising the monthly general staff meetings’ agenda and collecting slides
• General Executive Office assistance as requested by the Executive Director

Key Skills And Competencies

• Native/fluent in English (written and spoken), other languages a plus
• Forward-thinking: able to anticipate the implications and consequences of situations and propose appropriate action to the Executive Director
• Experience in handling administrative tasks in an international environment
• Proficiency of Microsoft programmes (Word, Excel, Outlook, PowerPoint, Access)
• High degree of confidentiality and reliability
• Willing to learn, proactive, team player, enthusiastic, independent, able to work under pressure
• Swiss nationality or valid working permit

Please note that only successful candidates will be contacted.

Type of contract

Location: Lausanne

Type de contract: Temporary, 80-100%, negotiable

Stard date: 18 November 2024

Availability to travel: able to travel a few times a year in Europe