Back Office Assistant

The ideal candidate should have a strong command of Microsoft Office tools and excellent written and spoken English skills (C1 level; native English speakers are welcome!). A good knowledge of German (B1-B2 level) is also required.

Back Office Assistant

Back Office Assistant full-time position at the EAEVE Office in Vienna

The European Association of Establishments for Veterinary Education (EAEVE) is the accrediting agency dealing with the evaluation of Veterinary Establishments all over Europe and beyond with a head office in Vienna.

EAEVE is currently seeking a highly motivated, competent, and stress-resistant Back Office Assistant for a diversified full-time position at its office in Vienna. The ideal candidate should have a strong command of Microsoft Office tools and excellent written and spoken English skills (C1 level; native English speakers are welcome!). A good knowledge of German (B1-B2 level) is also required.

Deadline for applications: 28 January 2025

Responsibilities

Key responsibilities of the EAEVE Assistant:

• Support for EAEVE committee meetings: Assist with organizing 2-3 onsite meetings in Vienna and 8-10 online meetings annually. Send out invitations and reminders, disseminate documents, and set up online meetings. Handle practical arrangements for onsite meetings, including flight and hotel bookings, technical support, catering, and dinner reservations. Participate in drafting minutes for Office meetings.
• Support for the annual General Assembly: Assist with the organization of the week-long onsite event held outside Vienna. Manage invitations and reminders for guests. Handle practical arrangements for VIP guests, including travel, accommodation, and dinner reservations.
• Administrative support for ESEVT Visitations: Assist the Visitations Officer with tasks such as updating databases, preparing ESEVT-related documents (e.g., Team lists, Evaluation Agreements), and managing signed statements.
• Administrative support for Finance and Projects: Support the Project & Finance Officer by preparing invoices and confirming payment receipts.
• Assistance with IT development projects: Oversee IT development projects leveraging Microsoft 365, focused on automating and digitalizing office procedures, collaborate with developers to design and implement effective solutions, and ensure smooth integration of digital tools into daily workflows to enhance operational efficiency.
• Assistance to Management: Provide administrative support to the EAEVE President and ESEVT Director.
• General administrative and secretarial duties: Draft letters and emails, send reminders, and manage postal correspondence. Update and maintain information on the EAEVE website.

This role involves regular communication with EAEVE member establishments, committee members, and ESEVT experts, primarily via email.

• Ability to work efficiently under pressure and meet deadlines
• Excellent interpersonal and problem-solving abilities, with a proactive approach to challenges
• Highly motivated, fast learner, reliable, with strong attention to detail
• Ability to effectively communicate with academicians
• Exceptional communication skills in English (C1 level), both written and spoken; native or near-native proficiency is preferred
• Proficiency in German (B1-B2 level)
• Advanced proficiency in Microsoft Office tools (Word, Excel, PowerPoint, and Teams). Additional expertise in IT systems is highly desirable.
• Valid permit to work in Austria.

EAEVE offers a dynamic and engaging working environment with a small, enthusiastic team where both individual initiative and teamwork are highly valued. The Assistant will work under the daily supervision of the Office Manager.

The position includes a gross monthly salary of EUR2.700, (12 months) negotiable after the probation period, plus two special payments annually as defined in the Austrian Employment & Labour Law. The role provides valuable learning opportunities, insight into the operations of a European association, and the chance to contribute to the promotion of veterinary education in the service of One Health.

To apply, please send your motivation letter and CV (in English) to the EAEVE Office at office@eaeve.org by 28 January 2025. Interviews are scheduled to take place on 3rd and 4th February 2025 in Vienna. Applications will be handled confidentially in compliance with the General Data Protection Regulation (GDPR).

Zsuzsanna Nagy

Web: https://www.eaeve.org/