Administrative Officer - Director's Office 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 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.

You will work closely with the EMBL Director and perform 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

Contract duration: 1

Grading: 4 or 5; depending on qualifications and experience

Reference number: HD02573

You 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, you 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.

You are 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.

Fluency in English and German is absolutely required.

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

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, a relaxed culture, an on-site nursery, canteen and other staff facilities make EMBL a great place to work.