The European Respiratory Society (ERS) is an international organization uniting physicians, healthcare professionals, scientists, and other experts in the field of respiratory medicine. As one of the leading medical organizations in this domain, ERS has a growing membership spanning over 140 countries.
We are currently seeking an International Respiratory Coalition (IRC) Assistant to support the activities of the IRC, a global initiative working to improve respiratory health through collaboration, advocacy and national-level action. Reporting to the IRC Project Manager, the successful candidate will provide administrative, organisational, and project support across a range of IRC activities. This is an excellent opportunity for a highly organised and proactive individual with an interest in advocacy and international collaboration.
*One-year contract, renewable subject to funding
Role Purpose
The International Respiratory Coalition (IRC) Assistant supports the effective coordination and delivery of the IRC by providing administrative, organisational, and project support across IRC activities. The role works closely with the IRC Project Manager, ERS/ELF officers, IRC National Coalition members, and internal teams to ensure the smooth day-to-day functioning and successful delivery of IRC activities.
Key Contribution Areas
IRC Programme Coordination
Support the day-to-day delivery of IRC activities through effective planning, administration, follow-up and documentation across the project.
Key responsibilities:
- Provide administrative and coordination support to the IRC Project Manager.
- Maintain project timelines, action trackers, contact lists and planning documents.
- Assist with scheduling IRC leadership meetings, preparing agendas, taking notes and tracking follow-up actions.
- Support the preparation of project updates, reports, presentations and briefing materials.
- Support the planning, organisation and follow-up of IRC meetings, workshops and events.
- Contribute to maintain accurate records of IRC activities, decisions and deliverables and support the coordination across internal departments and external partners.
Coalition Support, Capacity Building & Resource Development
Support national respiratory coalitions and IRC stakeholders through effective coordination of meetings, resources, information learning opportunities and grant administration.
Key responsibilities:
- Assist with the organisation of workshops, coalition meetings, and capacity-building activities, including logistical arrangements.
- Support communication with national coalition representatives and external stakeholders.
- Support the IRC grant assessment committee with tracking grant applications and progress reports, meeting preparation.
- Coordinate with the ERS finance team on grant payments processing.
- Provide support to coordinate the development, updates, communication and dissemination of IRC guidance materials, tool-kit resources and tools.
- Support the collection of information from coalitions for reporting, monitoring and communication purposes.
- Assist with knowledge-sharing activities between coalition members and partners.
Partnerships, Sponsorship & Stakeholder Engagement
Facilitate effective communication and practical support for IRC stakeholder and coalitions activities.
Key responsibilities:
- Build effective working relationship with national coalition members, IRC leadership, IRC stakeholders, and internal departments.
- Support routine communication, request and information sharing with coalition members and stakeholders.
- Liaise with external suppliers and service providers for effective event delivery and resource support for coalitions, within agreed timelines and budgets.
- Contribute to the continuous improvement of resources to support the national coalitions.
Collaboration & Cross-Functional Contribution
Contribute to a collaborative and high-performing working environment by fostering teamwork, knowledge sharing and effective cross-functional collaboration across ERS.
Key responsibilities:
- Share knowledge and contribute to cross-functional initiatives supporting organisational priorities.
- Promote collaborative ways of working and continuous improvement across projects and partnerships.
- On an ad hoc basis, contribute to projects and initiatives beyond the role’s defined responsibilities, in support of broader organisational needs.
Education & Professional Background
- Postsecondary education in Business Administration, Office Administration, Project Coordination, Public Health, International Relations, or a related field.
- Typically 4 years of experience in an administrative, coordination or project support role.
- Experience supporting complex administrative processes, meetings or projects involving multiple stakeholders
- Experience working in an international environment.
- Experience working in advocacy or public health an asset.
Technical Competencies
- Administrative coordination and programme support
- Meeting, committee, and event coordination
- Document management and record keeping
- Stakeholder contact management
- Budget administration and invoice follow-up
- Microsoft Office Suite and collaborative digital tools
- Organisation of digital files, templates and shared resources
Core Competencies
- Organisation and planningAttention to detail and quality orientation
- Collaboration and teamwork
- Reliability and follow-through
- Clear written and verbal communication
- Customer and stakeholder focus
- Discretion and professionalism
- Adaptability and problem solving
- Willingness to learn and support continuous improvement