Job Details
Administrative Officer, EMBO Courses & Workshops


Heidelberg, Germany

Staff Category:

Staff Member

Contract Duration:

3 years


4, 5 or 6, depending on experience and qualifications

Closing Date:

28 May 2017

Reference Number:

Job Description

EMBO stands for excellence in the life sciences. We enable the best science by supporting talented researchers, stimulating scientific exchange and advancing policies for a world-class European research environment.

The EMBO Courses & Workshops Programme funds over 90 courses and workshops attracting more than 11,000 participants every year, making it the largest funder of scientific meetings in Europe. EMBO Courses & Workshops are organised by some of the leading scientists in their fields, and enjoy an excellent reputation throughout the world. In addition to providing financial support, EMBO assists organizers with the promotion of the meeting, as well as with the creation of a website with registration system and abstract submission facilities and the design of a poster.

EMBO is seeking an administrative officer for EMBO Courses & Workshops. The Administrative Officer shall provide a range of technical and administrative support including:

  • Liaise with meeting organizers to provide support services including: setting up websites, online registration systems, online questionnaires, designing posters and abstract book covers, sending EMBO promotional materials etc.
  • Implement and construct front-end web interfaces (design, layout) for EMBO Courses & Workshops websites
  • Support the promotion of EMBO Courses & Workshops
  • Help in the general administration of the Courses & Workshops programme
  • Provide back-up for the administration of other programmes
  • Collate statistical, questionnaire and financial information and create reports as required
  • Help in the organization of internal meetings, including preparation of documentation, event logistics, and minute taking
  • Maintain a paper and electronic archive of relevant documentation
  • Assist the Programme Manager with related duties
  • Perform additional tasks as required by the EMBO Director.

The successful applicant will work closely with the communications department and the web manager.

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

The Administrative Officer 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). Experience with Adobe Photoshop or Illustrator (or similar) would be an advantage, although on-the-job training will be provided where needed. Experience using a web-based content management system or blogging platform to update a website or blog, such as WordPress or Joomla would be an advantage. Excellent written and oral English language skills are prerequisite. Additional language skills are advantageous.

Application Instructions
Please apply online through
Additional Information
EMBO 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.

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