This part-time position supports the smooth operation of a high-performing scientific unit within a globally recognised research organisation. Working 20 hours per week, the Administrative Assistant will play a key role in maintaining efficient office procedures and providing essential administrative services across multiple functions.
Key Responsibilities
- Step in for the Unit Administrator as needed, including handling personal assistant tasks
- Organise travel logistics and oversee internal and external reimbursement processes
- Prepare official correspondence and manage day-to-day secretarial duties
- Maintain records, update databases, manage filing systems, and coordinate shipments
- Reconcile credit card statements and assist with financial tracking
- Handle incoming and outgoing communications promptly and accurately
- Support the coordination of visits by external researchers
- Assist in planning and executing meetings and events
- Help administer the Christian Boulin Fellowship programme
- Take on additional responsibilities as directed by the Head of Unit
What We’re Looking For
Candidates should have a solid background in administrative work, ideally within a scientific or international context. You must be highly organised, trustworthy, and able to manage several priorities with precision. A respectful, service-focused attitude and the ability to work independently are essential.
Fluency in spoken and written English is required, along with a working knowledge of German. Strong IT proficiency—especially with standard office applications—is expected. You should also demonstrate sound judgment, cultural awareness, and the ability to build positive working relationships in a diverse, multilingual environment.
Work Environment & Culture
This role operates in a curiosity-driven, inclusive research setting that values collaboration and global perspectives. The organisation promotes flexibility, team cohesion, and a respectful workplace where diversity supports innovation. The position is onsite at one of the organisation’s locations, with part-time hours and adaptable scheduling.
Benefits
- Tax-free salary with annual reviews
- Comprehensive social benefits, including pension, health, and long-term care coverage
- Unemployment and accident-at-work insurance
- Private medical, dental, and optical benefits for employee and family
- 30 days of annual leave plus public holidays
- Flexible working arrangements
- On-site amenities including cafeteria, library, and sports facilities
- Child sick leave and generous parental leave policies
- Kindergarten access (Heidelberg location)
- Free shuttle service (available at select sites)
