AO Foundation
The AO is a medically guided, not-for-profit organization, a global network of surgeons, and the world's leading education, innovation, and research organization specializing in the surgical treatment of trauma and musculoskeletal disorders. We are home to people from all over the world, from different backgrounds, with diverse talents and specialist areas. What binds us together is our passion for excellence, our dedication to our mission of improving patient care, and our understanding that we are stronger together: we are one AO.
For more information, visit: https://www.aofoundation.org/
Assistant to Head IT / Team Assistant, 80% (ID1919)
Purpose of the Role
The Assistant to Head IT / Team Assistant acts as a central coordination point between IT management, internal teams, and strategic partners. The position ensures transparency, efficiency, and alignment across IT operations and plays a key role in enabling management decisions through structured reporting and operational insight.
Main Responsibilities
- Team and Operational Coordination
- Coordinate and manage administrative and organizational activities within the IT department.
- Maintain and structure IT documentation, contact lists, and governance materials.
- Support IT leadership in planning and preparing internal and external meetings, presentations, workshops, team events and reports.
- Management Support
- Act as a central coordination point between the IT Management Team, internal stakeholders, and external partners
- Track progress of IT initiatives, ensuring visibility of priorities, risks, and dependencies.
- Prepare management briefings and support decision-making through structured information and follow-up.
- Partner and Stakeholder Management
- Support IT Partner Management with meeting coordination, documentation, and action tracking.
- Ensure structured communication and follow-up with key vendors and service providers.
- Contribute to maintaining strong, transparent relationships with external partners
- Operational Improvement
- Identify inefficiencies in administrative and operational workflows and propose pragmatic improvements.
- Support the introduction of digital tools and automation to enhance process efficiency.
- Maintain awareness of costs and process performance, supporting the IT Management in achieving operational excellence.
- Governance and Reporting
- Prepare documentation and ensure follow-up for IT leadership and governance meetings.
- Support the IT Management Team with invoice tracking and budget transparency (no financial ownership).
- Maintain confidentiality and professionalism in all communications and data handling.
Main Requirements
- Commercial or business administration education (KV, HFW or equivalent).
- Additional training in procurement, project support, legal or IT administration is an advantage.
- Minimum 5 years in Team Assistance, Procurement or similar roles.
- Experience in an international organization or IT department is a big plus.
- Excellent organizational and coordination skills with a proactive mindset.
- Strong negotiation support skills with ability to challenge suppliers constructively.
- Solid knowledge of procurement and vendor management processes.
- Strong communication and interpersonal skills; able to interact confidently with senior stakeholders.
- High attention to detail, structured working style, and ability to prioritize.
- Clear communication with internal teams and external vendors.
- High reliability, discretion, and sense of responsibility.
- Proficient in MS Office and familiar with procurement tools/ERP systems.
- Fluency in English, German nice to have.
- Job location: this role requires regular office presence in Davos, possibilty to work 1-2 days per week remote.
We offer
- An interesting and varied job in an exciting and innovative organization
- The opportunity to be part of a highly committed international team
- Modern infrastructure
- High degree of flexibility regarding working hours and location (depending on operational requirements)
- Generous package of social benefits, including supplementary vacation days and pension scheme contributions
- Internal skills training opportunities and support for continued education
Arbeitsort: Davos(Home Office möglich)
If you meet the requirements of this challenging opportunity, please submit your complete online application (motivation letter, CV, certificates, reference letters, etc) through our online application system.