About ESRS

The European Sleep Research Society (ESRS) is an international, scientific non-profit membership association that aims to:
• promote all aspects of sleep research and sleep medicine.
• improve the care for patients with sleep disorders.
• facilitate the dissemination of information regarding sleep research and sleep medicine.

To fulfil this mission, we:
• publish the Journal of Sleep Research (JSR) and the Sleep Medicine Textbook.
• organise scientific meetings and events, including our biennial Sleep Europe Congress.
• promote training and education to facilitate continuous learning.
• offer a European certification examination for somnologists.
• issue fellowships, grants and awards to support various activities.

The ESRS professional staff in Regensburg is growing with the addition of this newly created position.

Profile:

You are a responsible, organised professional who has initial experience in customer service (virtual), email management and supporting programmes and events. The ideal candidate will be happy to work independently with appropriate direction and training.

Role and Responsibilities:

Answer telephones, sort emails and respond to inquiries via telephone or email.
Book meetings set up conference calls and take minutes during meetings for the Education Committee and its sub-committees, potentially also for other committees.
Provide additional administrative support for educational activities and publications as needed.
Implement and/or develop office procedures and record systems.
Support the Education Manager and various educational programmes of ESRS:
– Prepare faculty invitations
– Communicate with venues
– Facilitate Zoom webinars
– Provide registration and travel support to participants
– Support faculty as needed
– Modify templates
Make and confirm travel arrangements from time to time.
Prepare and mail outgoing correspondence.
Maintain confidential department files/records.
Assist with presentations (PowerPoint) and reports.
Be present in the office for appointments if required.
Travel to the society`s biannual European congress (even years).

You will be part of a small team that keeps the society running and supports volunteers to execute the mission of the ESRS. The ESRS is in a phase of high growth and needs someone who can support this growth building a solid foundation for a sustainable future.

The Education Secretary will report to the ESRS Education Manager (remote) and the Business Administrator (in office). The ESRS staff is small and hybrid but working in the Regensburg office is mandatory for this position.

Requirements:

Ability to work in the Regensburg office at minimum 25 hours per week, some remote work possible if desired.
Minimum two years office experience.
Friendly, customer-oriented attitude.
Able to prioritise and manage simultaneous tasks and deadlines.
Respond quickly and completely to email inquiries.
Collaborative, solution-focused approach.
Excellent organisational skills.
English native speaker or minimum C1 level, German skills a plus.
Proficiency in Microsoft Office and MS Teams.
Familiar with General Data Protection Regulation (GDPR) and compliant data handling.
Applicants must have permission to work in Germany.

An ideal candidate will also have one or more of the below:

Bachelors Degree or Ausbildung in a related field, i.e. Fachwirt/in für Büro-und Projektorganisation, Kauffrau/-mann für Büromanagement, BWL.
Familiarity with continuing medical education and professional development standards and examinations.
Successful experience working with a remote team.

We Offer Flexible Working Conditions:

ESRS offers 30 days of vacation time and a salary based on qualifications in line with local German standards. The salary range for this position is between 2700 and 3400 EUR per month based on qualifications.

Application:

Please apply by submitting application documents, minimally a CV and motivation statement via the Application form.

Printed applications will not be accepted or returned.

Closing date:

Applications will be accepted until 10 December.