Programme Assistant, EMBO Young Investigator Network in Heidelberg bei European Molecular Biology Laboratory

EMBO is a not-for-profit organization dedicated to promoting excellence in the life sciences in Europe and beyond. We fund talented researchers at all career stages, facilitate scientific exchanges through high-quality academic publishing, conferences, and lectures, and foster a research environment where scientists can achieve their best work.

Our diverse international team of approximately 60 members hails from various countries, personal backgrounds, and professional fields, collaborating closely to further our mission. EMBO is located on the international EMBL life sciences research campus in Heidelberg, Germany.

As Programme Assistant, you will join the Young Investigator Network team, which runs a range of funding and networking activities for highly talented young research group leaders in the life sciences. The Young Investigator Network comprises awardees in three schemes, the Young Investigator Programme, the Installation Grants scheme, and the Global Investigator Network. Applying your expertise in science administration, you will be instrumental in delivering the unique funding, training, and networking benefits available to the awardees of the Young Investigator Programme and Installation Grants. This role is ideal for a candidate with a passion for administration, a keen eye for detail, and the ability to manage multiple processes concurrently to a high quality standard.

Reporting to the Head of the EMBO Young Investigator Network, you will work under the direction of the Senior Programme Officer. You will collaborate closely with colleagues from the Global Activities team responsible for the Global Investigator Network, as well as the EMBO Administration & Finance team.

Your main tasks will include:

• Managing incoming correspondence, emails, and calls, including identifying priority items for immediate attention, taking action where possible, or drafting responses;
• Providing support for the programme selection rounds by corresponding with applicants, institutes, and grant office representatives, referees, and reviewers, and administering the smooth running of the selection process;
• Supporting the logistical organization of meetings such as the annual Young Investigator Network meeting, PhD course, retreat, and committee meetings;
• Assisting with the administration of benefits available to programme members, such as the mentoring programme, lecture grants, job listings, and networking funds. Additionally, providing advice to programme members on which benefits to utilize;
• Managing, processing and tracking benefit applications and reimbursement requests, preparing grant payment requests, and ensuring timely and accurate payments in liaison with the EMBO Administration and Finance Office;
• Ensuring the receipt and logging of necessary grant paperwork, including contracts, grant agreements, certifications, annual scientific and financial reports; sending call-up letters for the submission of reports, and preparing report review packages for the selection process;
• Maintaining and regularly updating records and an archive of all relevant documentation in the database, such as logging application and reimbursement requests for funded activities;
• Assisting with internal calls for different programme activities, such as PhD courses, Small Grants, Nobel laureate meetings, etc;
• Supporting the Senior Programme Officer and the Head of the Young Investigator Network with

• 2 years’ relevant administrative experience, or an equivalent professional training certificate;
• Excellent command of standard office software packages (Microsoft Office suite);
• Great attention to detail and high quality standards, even while dealing with multiple tasks and deadlines simultaneously and under time pressure;
• The ability to work both autonomously and as part of a team;
• A customer and service-oriented attitude and well-developed communication and interpersonal skills;
• Excellent written and oral English language skills.

• Experience in a research administration role, preferably in an international environment;
• Basic knowledge of databases (FileMaker Pro) and content management systems;
• Familiarity with the life sciences and scientific career paths.

Promote the life sciences

At EMBO, you can contribute significantly to the advancement of life sciences in Europe and beyond. Your work will enable talented scientists to do great research and create an environment that enable