The International Bowel Ultrasound (IBUS) Group is a not-for-profit association with more than 1300 members worldwide, founded by a group of international experts in bowel ultrasonography and inflammatory bowel diseases (IBD), who aims to promote the high-quality performance and adoption of intestinal ultrasound in IBD around the world. IBUS has established a global education program for interested gastroenterologists.
We are looking for an experienced Association Manager interested in research and innovation projects and working in an international medical environment, with passion in developing, implementing, and monitoring efficient organizational processes to streamline operations, especially in complex multidisciplinary structures.
The ideal candidate will be a well-rounded professional with at least two years of experience in efficient administrative support, excellent organizational and time management skills and appropriate IT knowledge.

Tasks

• Oversee daily office operations, including managing supplies, equipment maintenance, and ensuring a clean and organized workspace
• Oversee office software and systems, ensuring efficient operation and addressing technical issues as needed.
• Supporting the management in all organizational and administrative matters related to the Association and its members
• Maintain membership databases, process renewals, and address member inquiries
• Basic accounting skills for managing budgets and processing invoices
• Generate regular reports on office activities, membership statistics, and other relevant metrics for leadership review.
• Build and maintain relationships with members, partners, and vendors to support the association’s goals.
• Manage special projects, ensuring timelines, budgets, and deliverables are met.
• Serve as the primary point of contact for internal and external communications, including responding to emails, phone calls, and correspondence.
• Active participation in the association’s working groups and communication
• Organization and accounting of business trips and events in collaboration with the Events team (in person and online)
• Address operational challenges and member concerns promptly and effectively
• Ensure adherence to organizational policies and procedures, and recommend improvements as necessary
• A good understanding and knowledge of pharmaceutical compliance regulations and the codes applicable to this industry is desirable

Requirements

• Completed business administration, equivalent qualification, or solid professional experience in the field of administration support
• Excellent handling of standard MS Office programs (Outlook, Word, Excel, PowerPoint)
• Familiarity with membership management systems or CRM software
• Confident handling of online tools (banking, purchasing, travel, WordPress, social media, etc.)
• Proficiency in managing office operations, including scheduling, record-keeping, and supply management.
• Ability to provide excellent service to members and stakeholders.
• Friendliness and enjoyment in dealing with people (employees and customers/colleagues), in person, by telephone, and in written contact.
• Fluent English language skills, both written and spoken. Good German knowledge and other languages are an advantage
• Excellent written and verbal communication and reporting skills
• Strong organizational skills
• Independent, forward-looking work style, conscientiousness, and diligence
• Commitment, trustworthiness, discretion, and a willingness to improve
• Based in Berlin and available to work in our office minimum 3 days a week

Benefits

• Full time 1 year contract with the possibility of extension based on projects and performance
• Actively contribute to your team’s capabilities and taking part in shaping internal processes
• Acquiring new skills by participating wide range of responsibilities and tasks
• Flexible working hours and hybrid work (applicant must be based in Berlin and available to work in our office minimum 3 days a week)

We look forward to receiving your application, including your salary requirements, and availablity

• Oversee daily office operations, including managing supplies, equipment maintenance, and ensuring a clean and organized workspace
• Oversee office software and systems, ensuring efficient operation and addressing technical issues as needed.
• Supporting the management in all organizational and administrative matters related to the Association and its members
• Maintain membership databases, process renewals, and address member inquiries
• Basic accounting skills for managing budgets and processing invoices
• Generate regular reports on office activities, membership statistics, and other relevant metrics for leadership review.
• Build and maintain relationships with members, partners, and vendors to support the association’s goals.
• Manage special projects, ensuring timelines, budgets, and deliverables are met.
• Serve as the primary point of contact for internal and external communications, including responding to emails, phone calls, and correspondence.
• Active participation in the association’s working groups and communication
• Organization and accounting of business trips and events in collaboration with the Events team (in person and online)
• Address operational challenges and member concerns promptly and effectively
• Ensure adherence to organizational policies and procedures, and recommend improvements as necessary
• A good understanding and knowledge of pharmaceutical compliance regulations and the codes applicable to this industry is desirabl