Administrative Assistant; IT-RM-AS--LD

• Contract

At CERN , the European Organization for Nuclear Research, physicists and engineers are probing the fundamental structure of the universe. Using the world's largest and most complex scientific instruments, they study the basic constituents of matter - fundamental particles that are made to collide together at close to the speed of light. The process gives physicists clues about how particles interact, and provides insights into the fundamental laws of nature.

Introduction:

Are you a organised, proactive and flexible Administrative Assistant, with a cooperative spirit and good software packages skills? Are you interested to collaborate on a range of administrative topics at the Department level and to assist the colleagues in a dynamic IT Department?

As an Administrative Assistant in the IT Secretariat Team, you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information, communication, and organisational services. You will also assist the Space Manager in overseeing office refurbishment project.

Functions:

• Using digital tools efficiently and exploring ways to simplify, automate or improve administrative tasks (including through AI-assisted tools, where appropriate).
• Handling day-to-day personnel and administrative requests (arrival, departure, missions, travel arrangements, expense claims and reimbursements) using CERN tools and systems.
• Supporting the application of CERN administrative and personnel rules and procedures and learning to navigate the CERN regulatory framework with guidance from the team.
• Acting as a first point of contact for routine administrative queries, knowing when and how to elevate more complex cases.
• Taking ownership of small coordination tasks or mini-projects (e.g. office moves or refurbishment activities), with support from the team.
• Collaborating with internal services and colleagues across CERN to support smooth administrative processes.
• Contributing to IT onboarding and induction activities, including preparing material and helping deliver presentations for newcomers.
• Maintaining and updating digital information (shared files, web pages, tables and records), ensuring information is accurate and easy to access.

Technical certificate or general secondary education or equivalent relevant experience in the field of Administration or a related field.

Experience:

• Early career profile in an administrative role.
• Interest in administrative and personnel processes, with the ability and willingness to learn and apply rules and procedures with guidance.
• At ease with digital tools and modern office software (e.g. Microsoft 365), and curious to explore new tools and ways of working.
• Interest in using technology, including AI-assisted tools, to improve efficiency and simplify everyday tasks.
• Organised, proactive and able to work autonomously on well-defined activities, while knowing when to ask for support.
• Comfortable working in an international and multicultural environment.
• Knowledge of personnel and administrative databases and associated tools would be an advantage.
• First experience in coordinating small operational activities or logistical projects (e.g. office moves, refurbishments) would be an advantage.
• Knowledge of administrative rules and procedures.
• Use of office software packages.
• Organisation, planning and control.
• Achieving Results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
• Building Relationships: showing courtesy and consideration in dealings with others.
• Working in Teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
• Communicating Effectively: ensuring that information, procedures and decisions are appropriately documented.
• Demonstrating Flexibility: being able to demonstrate flexibility whilst abiding by all applicable rules.

Spoken and written English, with a commitment to learn French.

Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its…