Personal Assistant to the Administrative Director

EMBL - European Molecular Biology Laboratory

Personal Assistant to the Administrative Director

EMBL - European Molecular Biology Laboratory

Heidelberg, Germany

Staff Category: Staff Member
Contract Duration: 3 years (renewable)
Grading: 6, 7 or 8; depending on experience and qualifications
Closing Date: 10 February 2019
Reference Number: HD01457

About the team/job

The Administrative Director is directly responsible to the Director General for the non-scientific administration of EMBL. The Personal Assistant provides direct support to the Administrative Director by liaising with senior management and other members of the Laboratory, EMBL's governing Council, national and local authorities in the host countries of the EMBL sites, and the Laboratory's Staff Association. The Administration comprises Human Resources, Finance, Facility Management, Social and General Services, Health and Safety Office, Purchase Department, the library, records management and Legal Services.

The Administrative Director's Office interacts very closely with the Director General's Office and Council Secretariat with which it is co-located.

Your role

Under the immediate supervision of the Administrative Director the Personal Assistant performs the following duties:

  • Manages the Administrative Director's diary and coordinates the schedule with other key staff, ensures that all necessary information/documentation is compiled, indexed, researched (as requested) and provided well in advance of meetings;
  • Arranges all travel and accommodation for the Administrative Director and the reimbursement of expenses;
  • Maintains contact with the Administrative Director during absence from the office;
  • Provides advice to the Administrative Director and assists in the development of policies and the drafting of papers;
  • Acts as first point of contact for general enquiries (internal and external);
  • Ensures that all visitors are always dealt with politely and professionally and accommodated into the Administrative Director's schedule effectively;
  • Prepares visit programmes and organises internal and external events (under the direction of the Administrative Director);
  • Prepares correspondence, provides secretarial and word processing services including from dictation, and maintains the filing system, keeps the Administrative Director's office records and follows up on actions;
  • Acts as minute secretary for meetings of the Administrative Director and within various committees chaired by the Administrative Director, ensures that all actions are followed-up and completed;
  • Continually develops and applies procedures to facilitate effective and efficient business systems within the Administrative Director's Office, interfacing with the Director General's Office and Council Secretariat;
  • Ensures that all matters passing through the Administrative Director's Office are given the appropriate degree of priority and confidentiality;
  • Provides support to the Director General's Office and Council Secretariat as required;
  • Performs any other duty that may be assigned by the Administrative Director.

You have

The position is a Senior Administration Officer position and requires excellent secretarial, administrative and organisational skills; the ability to pay attention to detail and to deal with people in a friendly and professional manner; an outstanding capability to work in a team; the ability to establish effective channels of communication and liaison; anticipating events and ensuring that matters are dealt with efficiently, effectively and in a timely manner; and the ability to work to demanding deadlines under pressure with patience and good humour.

The person selected should be very competent with Microsoft Office and other office programmes, especially the Internet and email. S/he must have an excellent command of English and German. The post holder must be service-oriented and tactful, possess good judgment and the ability to maintain effective working relationships in a multi-cultural environment.

You might also have

Fluency in other languages, especially French, is desirable.

Why join us

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 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

We are innovative and interdisciplinary laboratory with more than 1600 employees from many nations, operating across six sites: in Heidelberg (HQ), Barcelona, Hinxton near Cambridge, Hamburg, Grenoble and Rome.

As part of EMBL's mission, Administration provides services to all personnel members across six sites in order to promote molecular biology across Europe, and to create a centre of excellence for leading young molecular biologists. Administrative positions are connected to but not dependent on scientific work and knowledge. Thus, we aim to establish a dynamic and collaborative working environment across the whole of EMBL to uncover the most of our employees' potential.

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

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© EuroJobsites 2019

EuroJobsites is a UK registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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