Job Details
Administrative Assistant

Location:

Heidelberg, Germany

Staff Category:

Staff Member

Contract Duration:

3 years

Grading:

3 or 4, depending on experience and qualifications

Closing Date:

23 February 2018

Reference Number:

EMBO_00065
Job Description

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.


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, 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.

Qualifications and Experience

The Administrative Assistant should have at least 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). Basic knowledge of content management systems and of databases, such as Filemaker Pro, is desirable but not essential. Excellent written and oral English language skills are a prerequisite. Additional language skills are advantageous.
Application Instructions
Please apply online through www.embl.org/jobs
Additional Information
The EMBO offices are located on the international EMBL life science research campus in Heidelberg, Germany. Heidelberg, home to around 150,000 people, is a vibrant university city offering high quality of life. EMBO is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international science organisation. The remuneration package comprises a competitive salary, pension scheme and health insurance, educational and other family-related benefits where applicable.

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



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