Personal Assistant/Unit Administrator

Kurz zusammengefasst

The position is a Personal Assistant/Unit Administrator supporting the Director of Scientific Core Facilities and Scientific Services at EMBL. The institute runs a large, international research operation and the role sits at the heart of a unit of about 80 staff, providing high‑level administrative and organisational assistance to senior leaders and the wider team. Day‑to‑day duties revolve around managing the Director's calendar, arranging meetings, preparing agendas, briefing notes and minutes, and following up on action items. You will also coordinate internal and external events, such as heads‑of‑core retreats, and compile annual user metrics for presentations. In addition, the role handles logistical support for new recruitments, drafts and circulates core‑facility communications, approves invoices and purchase orders, and processes travel, shipments and reimbursements for unit staff. Acting as the primary point of contact, you will field enquiries from both internal and external stakeholders and provide secretarial assistance wherever needed. The employer requires a candidate with strong secretarial, administrative and organisational abilities, a high degree of discretion and confidentiality, and meticulous attention to detail while juggling multiple tasks. Intercultural competence and a service‑oriented mindset are essential. Candidates should have relevant education, training and work experience, ideally gained in a fast‑paced international or scientific environment. Fluency in written and spoken English is mandatory, and a good working knowledge of German is highly desirable. Proficiency with standard office software, excellent interpersonal skills, the capacity to work with minimal supervision, and a proven record of teamwork and proactive problem‑solving are also required. The contract runs for three years, renewable up to nine, with a tax‑free salary and a comprehensive benefits package that includes family allowances, private medical cover, generous leave, relocation support and a flexible working environment. EMBL offers an inclusive, community‑focused culture that values diversity and encourages applications from all backgrounds. The campus in Heidelberg provides free shuttle service, on‑site facilities, sports and social clubs, and support for international newcomers such as visa exemption, education grants and travel allowances. The role promises exposure to a vibrant scientific community and opportunities for professional growth within a leading European research organisation. What the role asks for: - Excellent secretarial and administrative skills - Proven experience in fast‑paced international or scientific environment - Fluency in written and spoken English - Good working knowledge of German (desirable) - Strong proficiency with common office software - Strong interpersonal and communication skills - Ability to work with minimal supervision - Demonstrated problem‑solving and proactive attitude