EDUCATIONAL & SCIENTIFIC PROGRAMME ASSISTANT
Maternity leave cover - from November 2026 until August 2027
Department Education, Programmes & Accreditation
Managerial Reporting to: Director of Education, Events Programmes & Accreditation through Educational Programmes Manager
ROLE PURPOSE
The Educational & Scientific Programme Assistant provides administrative and operational support across ERS educational and scientific events and programmes. Working closely with the Educational Activities and Scientific Events teams, the role supports the delivery of courses, conferences and abstract management processes while ensuring effective stakeholder communication, accurate coordination and high-quality participant support.
Key Contribution Areas
1) Governance & Operational Coordination
Provide reliable administrative coordination and operational support by ensuring effective planning, accurate documentation, timely follow-up and efficient management of day-to-day activities.
Key responsibilities:
- Maintain operational planning, tracking and administrative coordination for assigned educational programmes and scientific events.
- Manage shared mailboxes, respond to participant and faculty enquiries and ensure timely follow-up.
- Prepare and maintain operational documentation, tracking tools, FAQs and support materials.
- Monitor administrative timelines and contribute to the timely delivery of assigned activities.
- Contribute to the continuous improvement of operational processes and participant support.
2) Events Programmes & Educational Content Development
Support the successful delivery of scientific and educational events as well as abstract management activities through effective coordination, communication and operational execution.
Key responsibilities:
- Support the abstract team for the end-to-end abstract management process for assigned scientific events, including submission, review, allocation and notification phases.
- Communicate with authors, reviewers, faculty members and organisers throughout assigned activities.
- Support the preparation and delivery of online, hybrid and onsite events and activities.
- Prepare events documentation, faculty communications, online polls, presentations and digital learning materials.
- Publish and update programmes across operational systems, websites and registration platforms.
- Prepare participant evaluation reports, cost summaries and operational follow-up documentation after assigned events.
3) 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
- Build effective working relationships across ERS departments and with external partners.
- 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
- Bachelor's degree, vocational qualification or equivalent professional experience in business administration, event management, educational programmes or related field.
- Experience providing administrative and operational assistance in events programmes or logistical delivery.
- Experience working in an international, medical or not-for-profit environment is desirable.
- Experience supporting abstract processes and platforms as well as delivering online or hybrid events is an advantage.
Technical Competencies
- Administrative and operational support
- Events administration
- Abstract management processes
- CRM and event management systems
- Website and content management systems
- Microsoft Office Suite
- AI productivity tools (e.g. Microsoft Copilot, ChatGPT or equivalent)
- Excellent written and spoken English, other languages is an asset
Core Competencies
- Planning and organisation
- Service orientation
- Communication
- Attention to detail
- Collaboration and teamwork
- Stakeholder communication
- Adaptability
- Problem solving
- Continuous improvement