Project Officer / Executive Assistant
Location: Heidelberg, Germany
Staff Category: Staff Member
Contract Duration: 3 years
Grading: 4, 5 or 6; depending on experience or qualifications
Closing Date: 19 August 2019
Reference Number: HD01586
The Director advises and works closely with EMBL’s Director General and supports her representing EMBL as an international scientific research, training and service organisation. While the Director General and the governing EMBL Council set the overall programme and directions of the Laboratory, the Director contributes to their implementation and generates additional opportunities for the Laboratory. He promotes aspects of EMBL’s public engagement and communication strategy, generating visibility and positive awareness of the Laboratory. The Director oversees the areas Resource Development and Alumni Relations.

The Project Officer / Executive Assistant will support the Director broadly beyond the day-to-day operations. S/he is often assigned work on a project basis and is expected to manage the entire problem-solving process, which includes researching and analyzing information, identifying and recommending potential solutions, and presenting the finished product in the form of a written recommendation or a completed project. S/he must be pro-active and be able to work with a high degree of autonomy in a fast-paced work environment.

Your role

  • Provide high level, confidential administrative support and assistance to the EMBL Director
  • Prepare correspondence and complex presentations
  • Prepare and coordinate internal and external communication for the EMBL Director (e.g. newsletters, articles, social media postings) including proofreading, stylizing and ensuring accuracy
  • Manage/Coordinate special projects/initiatives assigned by the EMBL Director
  • Manage relationships with internal and external stakeholders/service providers

You have

Applicants should have a relevant university degree and practical work experience in Project Coordination and/or Executive Assistant roles. Experience in an international organisation and/or within the scientific environment is highly desired. The Project Officer / Executive Assistant must be detail-oriented and able to manage multiple, multifaceted projects with conflicting deadlines concurrently.

The ideal candidate should be able to take initiative, possess analytical skills, find creative solutions, and be capable of establishing effective channels of communication and liaison. The individual must have a positive attitude, be self-motivated and intellectually curious. S/he must have an excellent command of English and spoken and written knowledge of 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.

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 from 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 you 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 try 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.