Finance Coordinator & Executive Assistant

EMBO Solutions GmbH is a not-for-profit enterprise dedicated to the advancement of life sciences and the support of scientists through the training of leadership and other professional and scientific skills. We are wholly owned by EMBO, a not-for-profit organization dedicated to promoting excellence in the life sciences in Europe and beyond.

EMBO Solutions runs approximately 60 training courses for life scientists each year in multiple countries, both as residential courses and online. An overview of our courses can be found here: https://www.embolableadership.org. 

Our diverse international training team of 6 members hails from various countries and personal backgrounds, collaborating closely to further our mission. EMBO Solutions is located on the international EMBL life sciences research campus in Heidelberg, Germany.

Your Role

As Finance Coordinator & Executive Assistant at EMBO Solutions GmbH, you will be at the intersection of strategic support and operational excellence. You will report directly to the Managing Director and take on responsibilities in finance, administration, and organisational coordination.

Your role will balance two domains of responsibility:

• Ensuring accurate and timely financial administration, contributing directly to the day-to-day running and long-term sustainability of the company.
• Providing high-level executive assistance and strategic support to the Managing Director, Head of Training, and Head of Scientific Publishing in selected operational and organisational matters.

This is a key position within a healthy and steadily growing non-profit company that plays an essential role in the European life sciences community.

Your Responsibilities

Financial Coordination

• Work with the Course Administrator to handle the full invoicing and payment cycle – from issuing outgoing invoices, tracking payments, sending reminders and dunning notices, to processing incoming supplier invoices efficiently and accurately.
• Maintain ongoing financial and payroll accounting, including data entry, account reconciliation, and reporting.
• Prepare and submit VAT advance returns (Umsatzsteuervoranmeldungen) and support in the preparation of tax declarations.
• Support the year-end closing process in collaboration with internal stakeholders, tax consultants, and auditors to ensure accurate and timely financial reporting.
• Conduct plausibility checks, track budget execution, and perform contribution margin analyses.
• Ensure compliance with relevant financial regulations, including non-profit (Gemeinnützigkeit) and international frameworks where applicable.

Digitalisation, Automation & Project Work

• Work with the Course Administrator to support the implementation and optimisation of e-invoicing, digital filing systems, and accounting automation tools.
• Work with the Project Manager to maintain and improve internal administrative processes with a focus on clarity, compliance, and user-friendliness.
• Work with the Project Manager to scope, plan, and execute selected strategic projects.

Executive & Team Support

• Support the Managing Director and the Head of Training with planning, correspondence, scheduling, and internal and external coordination.
• Act as key point of contact and facilitator for the Head of Training and Head of Scientific Publishing.
• Prepare internal and external meetings, including minute-taking, logistics, and documentation.
• Work with the Project Manager to contribute to internal project management, documentation, and process alignment across teams.

Your Profile

• Completed training or further qualification in finance or accounting (e.g. certified tax clerk, tax specialist, certified balance sheet accountant) or equivalent background.
• Professional experience in finance or accounting, ideally in a non-profit, scientific, or international environment.
• Experience with payroll, VAT filings, and tax-related tasks. Familiarity with DATEV or Lexware would be an asset.
• Strong understanding of digital tools (e.g. banking software, interface systems, and travel expense platforms such as Yokoy or TravelPerk).
• High level of discretion, reliability, and precision.
• Excellent communication skills in German and English, both written and spoken.
• A structured, proactive, and service-oriented working style.

Why join us?

Friendly, supportive environment

You will find a friendly working environment in which the atmosphere is supportive, creative, and energetic. The focus lies on empowering and supporting team members to do great work, while maintaining their health and well-being.

Support life scientists

At EMBO Solutions, you can contribute significantly to the well-being of life scientists and the advancement of life sciences in Europe and beyond. Your work will enable talented scientists to lead great research teams and create an environment that supports everyone’s success.

Join a professional working environment

EMBO Solutions values diversity and is an inclusive, equal opportunity employer. We cultivate a work environment where employees are valued and empowered to excel professionally.

Our offices are located on the EMBL campus in Heidelberg, Germany, which is home to over 1,000 employees from around the world. The campus has an on-site nursery, subsidized canteen and cafeteria, as well as clubs for social activities and sports.

Heidelberg, with a population of around 160,000 people, is an international university city and research hub. It is attractively located between the Rhine River and the Odenwald, a low mountain range that offers a wide range of outdoor activities. The city has good national and international travel connections.

Enjoy attractive employee benefits

EMBO Solutions provides competitive compensation and benefits suitable for a non-profit organization, including:

• Competitive salary
• Flexible work arrangements, including hybrid options
• 30 days of paid annual leave plus public holidays
• Opportunities for professional development and training

Contract duration

EMBO Solutions is offering a full-time position based on the Heidelberg campus. The contract has a 6-month probation period and then no set term limit.

Starting salary will be in the range of 50,000 to 65,000 Euros, depending on experience. 

International applicants

EMBO Solutions welcomes applications from candidates worldwide.

How to apply

Please apply via email by submitting a cover letter in English explaining your interest and suitability, CV/resume, and contact details of two or three referees to admin@embosolutions.org. Candidates who do not submit their application in English, or who do not include a cover letter, will be asked to provide a revised application.

Candidates selected for interviews will usually be notified within two weeks of the closing date. You will not hear from us before this time.

The closing date for applying to this position is August 18th with interviews expected to take place in the week of August 25th