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 jpid5ede9dcjm jit0937jm jiy26jm