AI Gateway coordinator

Major duties and responsibilities

Ensure the effective coordination of the Digital Health & AI Partnerships Division by overseeing project follow-up, optimising processes, and serving as a key liaison between teams, stakeholders, and Executive Committee (COMEX) members. Support the Director proactively to help deliver the Division’s strategic objectives, while ensuring a professional and positive representation of the Division across all activities and interactions.

Key Responsibilities

Coordinate strategic Digital Health & AI initiatives

• Support the governance and day-to-day coordination of the AI Gateway, AI Innovation Exchange, DTG (Digital Transformation Group) and associated working groups.
• Plan and coordinate meetings, prepare agendas and materials, manage logistics, and ensure effective follow-up on decisions and actions.
• Maintain clear records of discussions, decisions and project progress.

Drive project delivery and stakeholder coordination

• Coordinate priority Digital Health & AI projects, ensuring timely delivery of agreed objectives and outcomes.
• Facilitate collaboration across ESC teams, volunteers and external stakeholders.
• Monitor progress, risks, dependencies, and provide regular updates and briefing materials for leadership.

Lead the operational delivery of events

• Coordinate the planning and execution of the Digital Health & AI Forum, workshops and other strategic events.
• Manage event logistics, stakeholder engagement and operational readiness.
• Support post-event follow-up, feedback collection and continuous improvement.

Support communication and engagement activities

• Facilitate the sharing of key information and updates across internal and external audiences.
• Coordinate communication and stakeholder engagement activities in partnership with Marketing & Communications.
• Support community engagement initiatives and contribute to the successful delivery of the Division's communication objectives.

Profile

• Bachelor's degree (or equivalent) in Project or Programme Management, Business Administration, Event Management or a related field.
• Minimum 3 years' experience coordinating projects, governance activities, events or stakeholder communities in an international environment.
• Previous experience in roles such as Project Coordinator, Programme Coordinator, PMO Coordinator, Event Coordinator, Community/Engagement Coordinator, or Executive/Team Coordinator with significant project responsibilities.
• Experience within healthcare, scientific or professional associations, international organisations, or digital and technology environments would be an advantage.
• Strong project coordination and operational planning skills, with the ability to translate strategic objectives into actionable work plans, milestones and deliverables.
• Proven experience managing governance processes, meetings and stakeholder engagement activities, including agendas, minutes, decision logs and action tracking.
• Experience coordinating virtual, hybrid and in-person events, including logistics, supplier management and participant experience.
• Ability to monitor project progress, risks, dependencies and budgets, and provide clear status reporting to leadership.
• Proficiency in Microsoft 365 and collaborative tools (Outlook, Teams, Excel, PowerPoint, SharePoint) as well as project and event management solutions.
• Experience using AI-enabled productivity tools to support documentation, reporting and communication activities.
• Excellent written and verbal communication skills in English; French is an asset.
• Good understanding of communication workflows, stakeholder engagement activities and performance tracking.

Soft Skills

• Excellent interpersonal and stakeholder management skills, with the ability to build effective relationships across diverse internal and external audiences.
• Strong organisational and multitasking abilities, with attention to detail and a commitment to high-quality delivery.
• Collaborative and influential team player, able to coordinate contributors and drive progress without direct authority.
• Proactive, solution-oriented mindset with strong problem-solving and decision-making skills.
• Confident communicator with excellent listening, facilitation and synthesis abilities.
• High level of professionalism, discretion and integrity when handling sensitive information.
• Adaptable and resilient, thriving in a dynamic, international and fast-evolving environment.
• Strong sense of ownership, accountability and customer service, with a focus on delivering a positive stakeholder experience.

Contract

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