Administrative Assistant with Focus on Travel & Event Coordination

Administrative Assistant with Focus on Travel & Event Coordination

• Location: Bern, Switzerland (Hybrid)
• Position: 80-100% (100% being 35 hours/week – yes, really!)
• Vacation: 30 days per year
• Start Date: As soon as possible
• Work Mode: Hybrid - combination of attractive co-working space in central Bern, home office, and flexible remote work

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About Arven Partners

Arven Partners works with transformative technology and talent to turn breakthrough science into real-world impact. Based in Bern, we support organizations advancing cutting-edge healthcare innovation - from foundations funding cancer research to initiatives supporting local and national startup ecosystems.

In this role, you'll support Arven's operations and our clients - helping coordinate the behind-the-scenes logistics that enable world-leading scientists, researchers, and innovators to focus on their groundbreaking work. Think: organizing international retreats where breakthrough discoveries are discussed, coordinating travel for researchers presenting at major conferences, and ensuring every detail runs smoothly for high-stakes scientific collaborations.

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The Role

We're looking for a highly organized, detail-oriented, and people-focused individual to join our small team as Administrative Assistant. This is a versatile role combining professional event and travel coordination with administrative support - perfect for someone who thrives on variety, enjoys working with diverse stakeholders, and takes pride in making complex logistics run seamlessly.

You'll be the organizational backbone ensuring Arven’s leadership and clients can focus on their mission-critical work while you handle the details that matter.

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Your Responsibilities

Travel & Event Coordination (Your Primary Focus - ~60% of your time)

• Coordinate international travel for leadership and client teams: flights, hotels, transfers, visas, and all the details that matter
• Support planning and execution of signature events (annual retreats, international summits and workshops)
• Be the go-to person for service providers - hotels, restaurants, caterers, event venues - ensuring everything runs perfectly
• Manage event registration, participant communications, and last-minute changes (because there will be last-minute changes!)
• Process travel expenses and maintain meticulous documentation
• Coordinate calendars and schedule high-level meetings across multiple time zones

Administrative Excellence (~40% of your time)

• Serve as primary point of contact for clients and partners on logistics and coordination
• Communicate professionally with diverse stakeholders: board members, scientists, executives, and research teams
• Handle correspondence, prepare briefing materials, and take meeting minutes
• Support basic bookkeeping: record payments, process invoices, manage receipts, prepare simple financial reports
• Maintain organized filing systems and documentation (digital and physical)
• Coordinate software licenses, IT tools, and onboarding processes
• Use AI tools strategically to work smarter - drafting emails, organizing information, automating routine tasks

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Your Profile

You Must Have

• Completed KV apprenticeship (EFZ) or training in tourism/event management (Fresh graduates absolutely welcome - we value attitude and potential!)
• Fluent English AND German (written and spoken) - you'll use both daily
• Strong MS Office skills (Word, Excel, PowerPoint, Outlook)
• Genuine excitement about using AI tools to work smarter (ChatGPT, Claude, etc.)
• Exceptional organizational skills and meticulous attention to detail
• Comfort communicating with senior stakeholders (board members, scientists, executives)
• Professional discretion - you can be trusted with confidential information

You'll Thrive in This Role If You:

• Take pride in precision - details matter to you, and you get satisfaction from getting things exactly right
• Stay calm when plans change - in fact, you're energized by the challenge of adapting on the fly
• Genuinely enjoy service coordination - calling hotels, working with restaurants, ensuring people have amazing experiences
• Are a people person - you build rapport easily across cultures, personalities, and seniority levels
• Think proactively - you anticipate needs and solve problems before they become issues
• Are intellectually curious - science, innovation, and international collaboration genuinely interest you
• Work well independently - you don't need hand-holding but know when to ask questions

Bonus Points For:

• 1-2 years experience in admin, coordination, travel, or event management
• Prior use of AI tools for productivity
• Experience with booking systems, CRM software, or event management platforms
• Basic design skills for presentations and materials (Canva, PowerPoint)
• Interest in healthcare innovation and scientific research

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What We Offer

Exceptional Work-Life Balance:

• 35-hour work week at 100% - work smarter, not longer
• 30 days of vacation per year (vs. standard 25 days)
• Flexible working hours within core business times (typically 9:00-17:00, with flexibility around these)
• Hybrid work model - balance between attractive co-working space in central Bern, home office, and remote work
• Modern workspace - no boring old-school office, work in an inspiring co-working environment

Professional Growth:

• Direct exposure to high-level stakeholders - work alongside board members, executives, and world-leading scientists
• Diverse responsibilities - no two days are the same (see box below)
• Learning opportunities - develop skills in event management, international coordination, and strategic support
• Career development potential - strong performers who integrate well with clients may have opportunities to travel internationally (e.g., supporting events in the US or Europe to ensure logistics excellence)
• Autonomy and trust - we value your judgment and give you room to own your work
• Technology-forward environment - encouraged to use cutting-edge tools including AI to maximize efficiency

Work Environment :

• Mission-driven work - contribute to transformative science and innovation
• Modern "New Work" culture - flat hierarchies, open communication
• Small, dynamic team - your voice matters and your impact is visible
• International context - collaborate with partners across Europe and the US
• Professional development - access to training and skill-building opportunities

Compensation:

Fair, transparent salary (typically CHF 58,000-68,000 for this role at 35h/week, depending on experience). We'll discuss openly during interviews.

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A Typical Week:

Monday (e.g. remote): Plan upcoming US conference travel, coordinate with hotels and venues
Tuesday (e.g. at co-working): Alignment with the CEO in the morning, process expenses in the afternoon
Wednesday (e.g. remote): Video calls with client contacts, book flights, update event registrations
Thursday (e.g. at co-working): Support virtual summit logistics, draft communications using AI tools
Friday (e.g. remote): Shorter day (35h!) - admin catch-up, prep for next week's retreat
No two weeks are exactly the same - that's what makes it interesting!

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Application Process

• Application Deadline: January 20th, 2025
• Start Date: Earliest possible

Interested? We look forward to hearing from you. Please submit the following documents:

Required:

1. CV/Resume

2. Two-part cover letter:

Part A: Personal Statement (max 1/2 page, written WITHOUT AI assistance)

Tell us in your own words:

• What are your 5-year career ambitions?
• Why do you think this position might fit these ambitions?
• What excites you most about this role?

Note: This section helps us understand your authentic voice and thinking. Please do not use AI tools for this part.

Part B: Expanded Application (max 1 page, AI tools welcome)

Feel free to use AI tools to help articulate:

• Your relevant experience and skills
• How you approach organization and coordination tasks
• Examples of how you've handled complex logistics or changing priorities
• Any other information you think is relevant

Note: We encourage the use of AI tools for this section - it demonstrates your ability to leverage technology effectively.

3. Availability and desired start date
4. Salary expectations (annual gross salary)

Optional:

• Work references or letters of recommendation
• Examples of organizational projects you've managed (if applicable)

We're excited to meet organized, motivated individuals who are ready to make an impact!

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Not sure if you're qualified? If you have your KV diploma, speak great English, love organizing, and get excited by the idea of this work - apply anyway! We value potential and attitude over checking every single box.