Administrative Assistant

Interventional Radiology Accreditation Service GmbH, a dynamic start-up managing the operations of IASIOS - the International Accreditation System for Interventional Oncology Services, is pioneering in the rapidly growing field of minimally-invasive cancer treatment. As the world's only accreditation program dedicated to interventional oncology, our mission is to elevate the global standard and quality of care, foster progress, increase awareness of available treatments, and build an international community of interventional oncologists.

We operate under the umbrella of the Cardiovascular and Interventional Radiological Society of Europe (CIRSE), a non-profit association with over 9,500 physicians worldwide, dedicated to improving patient care through education, science, research, and clinical practice.

Join Our Team:
We are seeking a new team member to contribute to the impactful work of IASIOS. As we continue our mission to advance interventional oncology globally, we invite applications for the position of Administrative Assistant - Quality Assurance and Accreditation.

About the Role:
The ideal candidate for this role is self-directed and proactive, possessing strong organizational and time management skills. If you enjoy collaborating in a fast-paced team environment and want to be part of an organization that is shaping the future of interventional oncology, we encourage you to apply.

Administrative Assistant – Quality Assurance and Accreditation
1010 Vienna | full time | immediate start

• Correspondence Management:
  • Efficiently handle communication with hospitals and assessors, ensuring prompt and professional responses. Maintain an organized shared mailbox.
• Certificate Processing and Shipping:
  • Oversee the ordering, processing, and shipment of accreditation certificates. Track and manage orders systematically.
• Document Management:
  • Regularly update accreditation manuals, processes, and supporting resources. Ensure all documentation is current and aligned with standards.
• Application Record Keeping:
  • Maintain detailed records of submitted applications. Keep a systematic filing system for easy reference. Compile requested reports.
• Customer Feedback Tools:
  • Develop and implement tools for gathering customer feedback. Summarize and report feedback data to identify areas for improvement.
• Programme Development:
  • Supporting the COO and main stakeholders in development and improving the accreditation system
• Meeting Preparation and Coordination:
  • Assist in coordinating stakeholders, scheduling meetings, and preparing agendas. Update presentation slides, take comprehensive minutes, and coordinate follow-up actions.
• Support Centres:
  • Coordinate with the accounting department for invoicing. Maintain an overview of participating centres and their current status. Schedule monitoring calls regularly.

• Background:
  • Relevant educational background or work experience
  • High interest in the medical field, scientific/medical congresses
• Communication:
  • Fluent written and spoken English (C1 or higher), other languages are a bonus!
  • Excellent spoken and written communication skills, with the ability to maintain professionalism and clarity in correspondence
• Skills:
  • Technological proficiency using Microsoft Office and project management tools.
  • Strong organisational, analytical, and time management skills with a high attention to detail and accuracy in work
  • Displays a strong focus on customer satisfaction and collaborates effectively within a team environment
  • Adaptable to changing priorities and workload. Problem-solving skills and the ability to handle unforeseen challenges
  • Self-directed and proactive, demonstrates initiative in identifying and completing tasks autonomously and within deadlines

• Friendly atmosphere in an international and highly-motivated team
• Beautiful workspace in the centre of Vienna
• Diverse range of tasks and innovative work environment
• Training and international travel opportunities (2-4 times a year)

The minimum starting salary is € 2,200 gross, with the option to negotiate based on the qualifications and experience of the candidate.

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