Beschreibung

The European Society (ERS) is an organization uniting physicians, healthcare professionals, scientists, and other experts in the field of medicine. As one of the leading medical organizations in this domain, ERS has a growing membership spanning over 140 countries. We are currently seeking a Congress & Events Assistant to provide high-level, proactive and administrative support to our Congress & Events team. Reporting to the Congress and Events Manager, the ideal candidate will work independently, take initiative and maintain clear, regular communication with the manager by providing feedback and updates. The role involves close collaboration with the broader team and requires a hands-on, solution-oriented mindset.Congress & Events Assistant 100%Key ResponsibilitiesThe following key responsibilities provide an overview of the role, though additional duties may be assigned as needed.Meetings & Courses- Coordinate hotel and flight bookings for faculty members- Research and recommend restaurants and local services; compile practical information for participants in the context of Event Orders and on-site logistics- Prepare, send, and follow up on participant and faculty expense reimbursements- Track and follow up on invoices and payment status- Manage registration process and respond to participant inquiries- Process payments and update the system- Send payment reminders and follow up as needed- Prepare participant documents (e.g., visa letters, practical info)- Issue manual invoices when requiredEvent Support (excluding the Annual Congress)- Update Annual Congress and Congress website content- Distribute and manage return of office keys on-site- Support cleaning and hygiene protocol enforcement- Assist in preparing the staff guide and support for social events and staff office and session room logistics and setup- Contribute to the budget planning for assigned responsibilitiesYour Profile- 1-2 years of professional experience, ideally in an international setting- Background in event management is an asset- A strong team player with excellent interpersonal and communication skills- Customer oriented, high attention to detail and a solution-oriented mindset- Excellent command of English; additional languages are an advantage- Familiarity with congress or event processes- Strong multitasking, proactiveness and time management- Willingness to travel, including occasional weekends and up to 10 days during the annual Congress- Proficient in MS Office- EU or Swiss work permitProcessIf you are interested in this position and see yourself contributing to our mission, please submit your full application (cover letter, CV, and diplomas).Please note: Only shortlisted candidates will be contacted. We do not accept applications through agencies. jid4402d99aen jit0626aen jpiy26aen