Administrative Assistant – Director’s Office at European Molecular Biology Laboratory (EMBL)

About the team/job

The European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations in the world. The Headquarters Laboratory is located in Heidelberg (Germany), with additional sites in Barcelona (Spain), Grenoble (France), Hamburg (Germany), Hinxton (UK) and Rome (Italy). 

The Director advises and works closely with EMBL’s Director General and supports her representing EMBL as an international scientific research, training and service organisation. While the Director General and the governing EMBL Council set the overall programme and directions of the Laboratory, the Director contributes to their implementation and generates additional opportunities for the Laboratory. He promotes aspects of EMBL’s public engagement and communication strategy, generating visibility and positive awareness of the Laboratory. The Director oversees the areas Resource Development and Alumni Relations. The Director’s office provides direct support to the Director as well as his direct reports. 

Your role

The successful candidate works closely with the Director’s Personal Assistant by performing a full range of organizational and administrative tasks. 

These include: 

  • Preparing correspondence, filing, diary maintenance, meeting scheduling, CRM maintenance, invoice processing, as well as perform any other duty that may be assigned by the Director
  • Support logistics for meetings (virtual, hybrid and in-person), events and seminars, and visitors
  • Provide administrative support to the department heads under the Director’s responsibility as required
  • Arrange travel and accommodation and reimbursement for the Director and his direct reports
  • Collaborate with various internal and external stakeholders
  • Provide administrative back-up for the Personal Assistant
  • Continually develop and apply procedures to facilitate effective, efficient and professional office management within the Director’s Office 

You have

The successful candidate will possess excellent secretarial, administrative and organisational skills. The ability to pay attention to detail and to interact with people in a friendly and professional manner as well as an outstanding capability to work in a team is essential for this position. 

Furthermore, the appointed applicant will have strong interpersonal and verbal communication skills to interact tactfully and effectively with internal/external contacts at all levels and enjoy working in a challenging and dynamic working environment. Appropriate IT skills with a sound working knowledge of Microsoft Office are expected.

Fluency in English and German is absolutely required. 

The post holder must be self-motivated, service-oriented, possess good judgment, discretion, a pleasant telephone manner, the ability to maintain effective working relationships in a multi-cultural environment, and the ability to work to demanding deadlines under pressure with patience and good humour. 

Work experience in a similar position, preferably from a dynamic area in an international environment, is required. 

Why join us

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 organisation. EMBL offers attractive conditions and benefits appropriate to an international research organisation with a very collegial and family-friendly working environment. Competitive salary, a relaxed culture, ongoing professional development, an on-site nursery, canteen and library all make EMBL a great place to work.  

Heidelberg, the headquarters location, offers an exceptional standard of living, together with superb wider employment and education opportunities. 

What else you need to know

We are Europe’s flagship research laboratory for the life sciences – an intergovernmental organisation performing scientific research in disciplines including molecular biology, physics, chemistry and computer science.  

Please note that appointments on fixed term contracts can be renewed up to 9 years in total, depending on circumstances at time of review. 

Please apply online.

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