RIS Executive Assistant

Quick Facts

• Role: RIS Executive Assistant supporting RIS JMK operations and coordination

Description

You will help keep the “invisible web” of the innovation ecosystem together by organizing RIS JMK agendas, meetings, and key partner coordination. The role includes preparing end-to-end meetings (invitations, materials, presentation, and minutes), coordinating reporting and budget-related tasks within the Smart Accelerator project, and supporting international study trips. You will also manage and improve the team’s digital tools (Asana, SharePoint, Teams), including opportunities to use AI.

Responsibilities

• Learn the RIS JMK ecosystem: team structure, agendas, and who is who in RIS bodies and platforms

• Coordinate meetings of the RIS Innovation Council, RIS Coordination Group, and innovation platforms (schedule, collect/prepare materials, send on time, reserve rooms, ensure formalities, prepare and publish minutes)

• Work with the RIS3 manager to plan and continuously monitor Smart Accelerator activity budget usage; prepare inputs for indicators and realization reports

• Prepare RIS reporting, including the annual implementation report for RIS JMK and materials for the regional and city stakeholders and JIC leadership

• Coordinate annual updates of the RIS Action Plan

• Plan and execute approximately two international study trips per year (research, itinerary, transport, accommodation, partner communication, reporting, and reconciliation; optionally accompany the group)

• Support smooth day-to-day team operations: budget support and quarterly reviews, preparation of contracts and orders, and help with team trips

• Manage and develop digital tools; identify opportunities to simplify work, including using AI

Requirements

• Experience (ideally 2–3 years) in coordination, project, or assistant roles managing multiple agendas and deadlines

• Ability to plan and run meetings/events from A to Z, including anticipating organizational details

• Detail-oriented and reliable, able to follow tasks through to completion

• Precise and clear formal writing for minutes, reports, and meeting materials

• Ability to communicate with public administration, universities, companies, and vendors; comfortable following up on deadlines and surfacing issues early

• Ability to clarify requirements when inputs are incomplete and work with partial information

• Proficiency in Microsoft 365 and working with project tools such as Asana (or similar)

• English proficiency at least B2, including communication with international partners

Benefits

• Employment: 1.0 FTE (1.0 HPP)

• Contract: Fixed-term for 1 year as maternity cover, with possible extension