AI Gateway coordinator (admin and project management role) in Biot

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, Power Point, Share Point) 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
• Permanent contract based in Sophia-Antipolis
• French labour law provisions
• Business travel in Europe is to be expected, including weekends
• Conditions
• "Cadre" status,
• Fixed salary + 13th month and vacation bonus (1%)
• Possibility of teleworking up to 3 days a week, after two months' integration at ESC + fixed daily allowance
• Employee savings scheme: PERCO

Who we are

The European Society of Cardiology (ESC) is a leading non-profit organisation representing over 100,000 cardiology professionals worldwide.

Its mission is to reduce the burden of cardiovascular disease.

The ESC delivers innovative education, supports cutting-edge research, and sets clinical practice standards through a broad network of sub-specialty associations, working groups, and councils.

Visit our website to learn more: www. escardio. org

As part of its diversity policy, the ESC is an equal opportunity employer.

The ESC is a signatory of the “Activateur de Progrès” charter, promoting the belief that disability is a powerful driver of innovation and a key to building a more inclusive and equitable model in support of equal opportunities.

All applications will be carefully reviewed.

Thank you for your interest in the European Society of Cardiology.

However, if you do not hear from us within three weeks, please consider that we are not able to proceed with your application.

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