Administrative Assistant - EICAT Internal Training

European Molecular Biology Laboratory (EMBL)

Contract Duration: 6 months (maternity leave cover)

Job Description
EMBL is Europe’s flagship research organisation for the life sciences – an intergovernmental organisation with more than 80 independent research groups covering the spectrum of molecular biology. EMBL is international, innovative and interdisciplinary – its 1800 employees, from many nations, operate across six sites in Barcelona (Spain), Heidelberg (Germany), Grenoble (France), Hamburg (Germany), Hinxton near Cambridge (UK) and Rome (Italy).

The International Centre for Advanced Training (EICAT) Internal Training Team coordinates EMBL’s fellowship programmes for PhD students and Postdoctoral fellows, which are an integral part of EMBL’s missions to train and inspire the next generation of scientists. Both internal training programmes leverage EMBL’s interdisciplinary and dynamic scientific environment, supporting total of more than 500 fellows at any given time.

Currently we are looking for a motivated and efficient Administrative Assistant to join our Team. The successful candidate will be based in the Graduate Office, mainly ensuring the smooth day-to-day functioning of the EMBL International PhD programme under the direct guidance of the Graduate Recruitment and Operations Manager. He/she will also support the Postdoc Office and the Head of Internal Scientific Training in administrative matters as required.

Duties may include, but are not limited to the following:

  • Assisting with the organisation of training events
  • Assisting with the preparation of PhD contracts and contract extensions
  • Supporting the monitoring of student duties
  • Supporting student registration at universities
  • Preparing minutes of Graduate Committee Meetings
  • Maintaining the programme web pages
  • Arranging travel and processing travel claims
  • Maintaining office supplies, managing schedules, coordinating meetings
  • Peforming other administrative duties as required

Qualifications and Experience
The successful applicant will have an appropriate qualification and a demonstrated track-record of effective secretarial or office management experience.

The position requires excellent administrative and organisational abilities as well as outstanding interpersonal skills. The ability to handle confidential matters with discretion and good judgment is essential in this position. Effective multi-tasking and the ability to work with tight deadlines are also required.
Furthermore, we expect very good computer skills, including good knowledge of Microsoft Office. Relevant experience in the maintenance of databases and web pages is desirable.

Applicants must be fluent in written and spoken English, while good command of German is highly desirable.

Application Instructions 
Please apply online through

Additional Information
EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.

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

To learn more about working & living in Germany, please visit:

Share this job
  Share by Email   Print this job   More sharing options
We value your feedback on the quality of our adverts. If you have a comment to make about the overall quality of this advert, or its categorisation then please send us your feedback
Advert information

Type / Role:

Subject Area(s):



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