Personal Assistant to the Head of International Relations in Heidelberg bei European Molecular Biology Laboratory

EMBL is Europe’s life sciences laboratory – an intergovernmental organisation with more than 110 independent research groups and service teams covering the spectrum of molecular biology. It operates across six sites in Heidelberg (headquarters), Barcelona, Cambridge, Grenoble, Hamburg and Rome. Our mission is to perform basic research in molecular biology; train scientists, students and visitors at all levels; offer vital services to scientists in the public and private sectors within the member states; develop new instruments and methods; and engage actively in technology transfer.

The International Relations Team is a busy central unit responsible for strategically managing relations with EMBL member states and other major government and political stakeholders, including EU and EIROforum. The Team, lead by the Head of International Relations, also coordinates EMBL’s involvement in several ESFRI projects, and works with partners in other International Research Organizations to build broad alliances and coalitions in support of science and the scientific endeavor.

The Executive Assistant will support the Head of International Relations. The post holder will work with a range of internal and external stakeholders and will be responsible for providing secretarial, administrative and organizational support, including:

• Manage the calendar of the Head of International Relations and ensure that scheduling is efficient and effective. Anticipate potential diary conflicts and proactively seek solutions at an early stage.
• Ensure effective and diplomatic communication with internal and external stakeholders.
• Liaise closely with the IR team members and with other relevant offices across EMBL to ensure efficient workflows.
• Prepare complex travel itineraries and expense claims.
• Organise meetings with internal and external stakeholders, request documentation, ensuring any briefing materials for the Head of International Relations are received in a timely manner.
• Prepare and distribute associated documents including minutes.
• Assist with arranging official visits to EMBL and large events.
• Maintain efficient filing records and office procedures
• Act as cover for the Operations Officer (IR) as needed and appropriate.
• Provide general secretarial support to the international relations team as appropriate.

Contract duration: 3 years

Grading: 4 or 5; depending on qualifications and experience

Reference number: HD02470

• Educational/Experience Background: A relevant university degree or equivalent experience in the field.
• Organizational Skills: Mastery in secretarial, administrative, and organisational tasks.
• Detail Orientation: A dedicated focus on attention to detail.
• Interpersonal Skills: An innate ability to engage with a diverse range of people in a friendly and diplomatic way.
• Language Proficiency:
• Essential: Excellent written and spoken English.
• Desirable: Fluency in German, French, Spanish, or Italian.
• Technical Proficiency: Skilled in Microsoft Office and adept in internet usage.
• Team Dynamics: A spirit of teamwork, proven interpersonal abilities, and the expertise to work seamlessly in a multi-cultural setting.

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.

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

EMBL offers attractive conditions and benefits appropriate to an international research organisation with a very collegial and family-friendly working environment. Competitive salary and social security benefits, financial support for relocation, a relaxed culture, professional development, an on-site nursery, canteen and oth