Administration and Organisation of the Chair Secretariat (m/f/d)

About the job

We research and design resilient, sustainable and digital supply chains in an increasingly complex and volatile environment. At the centre are integrated production, logistics and innovation systems that combine ecological, economic and social objectives. Our work connects analytical models, data-driven methods and simulation-based approaches with real case studies and pilot projects. We address risks, regulation and governance as well as technological and organisational innovations. A special focus is on cooperative, circular and platform-based business models. New technologies such as AI, digital twins and Industrial Data Spaces are systematically integrated into planning, control and decision-making. At the same time, we place people and trustworthy, legally compliant AI at the heart of hybrid intelligence systems. In close collaboration with companies, public actors and international partners, we develop future-proof solutions for global supply chains.

• Secretariat & Communication - You are the central point of contact for the chair and the core budget and are responsible for scheduling and travel planning for the chair holder. In doing so, you maintain highly professional, binding communication with chair partners, committees and external contacts and represent the chair externally with confidence in speech and writing.
• Personnel Administration - You manage expense reports and time tracking for student assistants and employees, support contract creation and the application process, and assist with personnel events.
• Financial and Accounting Administration - You check and code credit card receipts and invoices, manage the financial portals and handle the administrative processing for the support association (contributions, balance list, annual financial statement).
• Office Organisation & IT Coordination - You organise the office infrastructure including orders (materials, equipment, accessories), coordinate simple IT matters such as software licences, mailing lists and access rights, and ensure a welcoming atmosphere in the meeting area.
• Special Tasks & Annual Projects - You support recurring major projects such as organising our annual conference, preparing the annual report, as well as our social media and media appearances.

• Commercial basic training
• Professional experience in the administration and organisation of a secretariat
• Language skills: German (fluent), English (spoken and written)
• Very good IT user skills (affinity with new programmes)
• Friendly, communicative manner, quick comprehension, networked thinking, service-oriented
• High team spirit, integration into existing team

"A place that creates knowledge" - As one of Europe’s leading business universities, the University of St.Gallen (HSG) is committed to educating over 10,000 students and offers an attractive and innovative environment for around 3,800 employees as one of the largest employers in the region in research, teaching, continuing education and administration."