Unit Assistant

European Molecular Biology Laboratory (EMBL)

Contract Duration: 3 years

Grading: 4, 5 or 6 depending on experience and qualifications

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 Grenoble (France), Hamburg (Germany), Hinxton (UK), Monterotondo (Italy) and Barcelona (Spain).

The new site EMBL Barcelona is being established in the Barcelona Biomedical Research Park (PRBB), one of the largest infrastructures in Southern Europe dedicated to translational research and which is located on the Mediterranean coast of north-eastern Spain.

We are looking for a Unit Assistant joining the team being built in Barcelona and reporting to the Head of Unit and Head of Administration.
Tasks The main taks of the Unit Assistant will be supporting the Unit and its administration through the following:
• As a key task, acting as Personal Assistant, handling the correspondence, agenda and travel of the Head of Unit and, to a more limited extent, to the Head of Administration
• Organizing travel and travel reimbursements for staff, recruitment candidates and visitors
• Organisation of events, including conferences committee works, seminars, meetings and on-site visits (agenda, travel arrangements for speakers, social activities)
• Organising meetings (scheduling, minute taking, book keeping)
• Assistance to external visitors
• Coordinate PhD students visits and PhD students selections taking place in Barcelona
• Handling incoming and outgoing mail and DHL/FedEx courier
• Dealing with room booking
• Support the administrative team on their duties
• Any other tasks as assigned by the Head of Unit or the Head of Administration Qualifications and Experience

The successful candidate must have:
• Relevant university education and ideally 3 years of relevant professional experience
• Excellent secretarial, administrative and organisational skills
• Experience working abroad, especially in an intergovernmental organisation or in a scientific
organization, is a strong asset
• Flexibility, service-oriented attitude, start-up mentality and good judgement
• Courteous approach, reliability, tact and discretion
• Strong interpersonal and verbal communication skills to interact with internal/external contacts at all levels in a friendly and professional manner
• Self-initiative and the ability to both work independently with a minimum of supervision and a part of a team
• Ability to ensure that matters are dealt with efficiently, effectively and in a timely manner, paying attention to detail and with the ability to work to demanding deadlines
• Excellent knowledge of and user proficiency in MS Office and Internet
• An excellent command of English and Spanish. The knowledge of other languages (especially French, German and Catalan) are an asset.

Application Instructions
Please apply online through www.embl.org/jobs

Additional Information
EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation with a very collegial and family friendly working environment. The remuneration package comprises from a competitive salary, a comprehensive pension scheme, medical, educational and other social benefits, as well as financial support for relocation and installation, including your family.

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.

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* Salary has been converted at the prevailing rate on the date placed