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Administrative Assistant, EMBO Global Activities

European Molecular Biology Laboratory (EMBL)

Location: Heidelberg - Germany
Salary: Grading 3 or 4, depending on experience and qualifications.
Hours: Full Time
Contract Type: Fixed-Term/Contract
Placed On: 19th September 2018
Closes: 22nd October 2018
Job Ref: EMBO00074

Contract Duration: 3 years

Grading: 3 or 4, depending on experience and qualifications

EMBO stands for excellence in the life sciences. We support talented researchers at all stages of their careers, stimulate the exchange of scientific information, and help build a European research environment where scientists can achieve their best work. The EMBO Global Activities office is responsible for the relations between EMBO and non-European countries and organizations. Its main goal is to increase international co-operation in the life sciences by facilitating long-lasting collaborations between researchers worldwide.

Your role

EMBO is seeking an Administrative Assistant for EMBO Global Activities. The Administrative Assistant provides a wide range of administrative and organizational support including: liaison with international researchers; arranging meetings and delegation visits; responding to enquiries; general accounting; preparation of documentation; proof-reading; diary and meeting coordination.

Specific responsibilities:

  • Manage incoming correspondence, emails and telephone calls including identifying priority items for immediate attention, taking action where possible, or drafting responses for the Head, EMBO Global Activities
  • Organize meetings and delegation visits: including preparation of documentation, event logistics, and minute taking
  • Assist with the processing of applications and reporting documentation
  • Collate and analyse statistical information on EMBO Global Activities and create reports as required
  • Keep database records up to date, particularly interactions related to EMBC Associate Member States and partner countries
  • Maintain a paper and electronic archive of all related documentation
  • Track and process payment requests, liaise with financial department to ensure timely payment
  • Ensure websites display up-to-date information and check external sources for adherence to funding guidelines
  • Assist the Head of EMBO Global Activities with related duties, including travel arrangements
  • Perform additional tasks as required by the EMBO Director.

This position will occasionally require duty travel and working outside of the normal working hours, in the evenings or during the weekend.

You have

The Administrative Assistant should have ideally two years relevant administrative experience. Experience working in a service-oriented environment is essential (preferably in an international and/or scientific environment.)

The ideal candidate will have the ability to work on several projects concurrently and is expected to work both autonomously and as part of a team. He/she should: be highly organized; have excellent time management skills; be able to prioritize and multi-task effectively to meet multiple deadlines with a high level of accuracy and attention to detail; have a positive attitude and customer service focus; and have well-developed communication and interpersonal skills.

Required skills include proficiency in Microsoft Office software (particularly Word and Excel). Excellent written and oral English language skills are a prerequisite.

You might also have

Basic knowledge of content management systems and of databases, such as Filemaker Pro, is desirable but not essential. Additional language skills are advantageous.

Why join us

EMBO 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 and the availability of an excellent child care facility on campus.

What else do I need to know

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:

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