Personal Assistant​/Unit Administrator

You will work closely with the Director of Scientific Core Facilities and Scientific Services and the Unit's Administrative Assistant to support all organisational and administrative aspects of the department. You will provide administrative support to the Director of Scientific Core Facilities and Scientific Services, all Heads of Core Facilities and Scientific Services and the entire Unit consisting of roughly 80 staff.

The Person al Assistant & Unit Administrator provides high-level administrative and organisational support to the Director of Core Facilities and Scientific Services, as well as broad administrative support to the Unit. As the successful candidate, you will act as a key point of contact for the Director and the Unit, requiring excellent organisational skills, discretion, accuracy and the ability to manage multiple priorities in an international environment.

As assistant to the Director of Scientific Core Facilities and Scientific Services, provide administrative support in the following key responsibilities:

• Managing the Director’s calendar, meetings and appointments, including complex and time-sensitive scheduling,
• preparing meeting agendas, briefing materials and minutes, and following up on actions as required,
• coordinating internal and external meetings, visits and events, and
• acting as a trusted point of contact for internal and external stakeholders.
• Organising multi-participants, Unit-related events such as Heads of Core Facilities and Unit Retreats
• Collating annual users metrics, and creating user statistics for presentations and wider documentation
• Assisting with logistical and scheduling arrangements for new recruitments

In addition, providing administrative support to the Heads of Core Facilities and the Unit:

• Overseeing the Unit Administration
• Drafting and managing of Core Facilities communications announcements to staff
• Approve invoices and purchases for payment/ordering
• Booking and processing Unit-staff travel, shipments and reimbursements

The Unit Administrator acts as the focal point of the Unit and provides secretarial support and assistance wherever required.

The post requires excellent secretarial, administrative and organisational skills, discretion and respect of confidentiality, attention to detail while being able to complete multiple parallel tasks. lntercultural competences and a highly service oriented mindset are a must.

As our ideal candidate, you will have relevant education, training and work experience, preferably in a fast-paced international or scientific environment. In addition to fluency in written and spoken English, a good working knowledge of German is highly desirable. Strong skills in commonly used office software are required. Excellent interpersonal skills are essential, as well as being able to perform under minimal supervision with a demonstrated track record for working well in a team environment.

The chosen candidate will be a highly motivated self-starter with outstanding problem-solving skills, able to proactively anticipate needs as they occur.

Contract duration: 3 years (renewable up to 9 in total)

Salary: 4 or 5;
Monthly salary from EUR 3.812,27 or EUR 4.147,92 after tax, plus generous benefits and financial allowances based on individual circumstances. Excluding 12.99% personal pension and insurance contributions.

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our…