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

-----------------------------------------

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.

-----------------------------------------

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.

-----------------------------------------

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

 -----------------------------------------

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:

<

ul>