Assistant to Head IT / Team Assistant, 80%

Assistant to Head IT / Team Assistant, 80% (ID2170)
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.
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Assistant to Head IT / Team Assistant, 80% (ID2170)
Short Description
The Assistant to Head IT / Team Assistant acts as a central coordination point between IT management, internal teams and internal/external stakeholders. 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.
Prepare management briefings and support decision-making through structured information and follow-up.
Stakeholder Management
Support IT Mgt Management with meeting coordination, documentation, and action tracking.
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 on administration is an advantage.
Minimum 4 years in Team Assistance, or similar roles
Experience in an international organization or IT department is an advantage
Excellent organizational and coordination skills with a proactive mindset.
Strong communication and interpersonal skills; able to interact confidently with senior stakeholders.
High attention to detail, structured proactive working style, and ability to prioritize.
Clear communication with internal teams and external stakeholders
High reliability, discretion, and sense of responsibility.
Proficient in MS Office 365 and familiar with corporate applications
Proficient in English, both written and orally, German is an advantage
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 pagacke of social benefits, including supplementary vacation days and pension scheme contributions
Internal skills training opportunities and support for continued education jid5ede9dcob jit0937ob jiy26ob