Executive Assistant (m/f/d)

08/01/2024

The Max Planck Institute of Molecular Cell Biology and Genetics (MPI-CBG) in Dresden, Germany, is searching for an Executive Assitant (m/f/d).

Application deadline: 31 January 2024

The successful candidate will provide comprehensive assistance to a homebase, including a Scientific Director and associated Research Group Leaders. Fulfilling an important role at the intersection between scientists and administration, you will provide a professional, efficient and courteous first point of contact, often requiring a high level of creativity and tact. The job will benefit from someone with a service-oriented mentality, attention to detail, and excellent communication skills.
 

Main Responsibilities:

• organize administrative tasks for a homebase (1 director and up to 3 group leaders), focusing on scheduling, communication, events, and travel
• prioritize messages for action, draft and proofread responses in English and German, preserving necessary confidentiality
• provide comprehensive organizational oversight and scheduling for the director
• plan and book national and international business trips, including associated logistics
• coordinate events (e.g. guest researcher & collaborator visits, meetings, seminars, summer schools, alumni events)
• prepare meeting agendas and papers, take high-quality minutes, and follow up on action points as necessary
• assist with personnel matters (including support preparing job advertisements, initial contracts and extensions, onboarding and offboarding)
• engage with fellow executive assistants regarding work matters, quality improvement, and continued personal development
• organizing office supplies, filing systems and other equipment
• arranging repairs or replacements if necessary

We look for the following skills and experience:

• professional training/education as an executive assistant, events manager, foreign language assistant, or similar
• excellent written and spoken English and German (the latter at B2 level or higher)
• a proactive mindset with very strong time management skills and a structured work style, ability to multitask and prioritize a diverse and changing workload
• intercultural competence and organizational talent
• familiarity with standard administrative software (e.g. Microsoft Office suite) 

The following would also be advantageous:

• experience working in a comparable environment
• experience in developing internal processes and filing systems
• excellent interpersonal skills and customer-service orientation
• creativity, optimism, and motivation in problem-solving

What we offer:

• a varied, interesting, and crucial role in a modern, scientific, and international environment
• remuneration based on qualifications, activities, and experience in accordance with TVöD Bund, up to EG8
• opportunities for regular professional growth and exchange, individual training, and personal development
• social benefits of the public service (company pension scheme (VBL), annual special payment, subsidy for VVO job ticket, group accident insurance)
• active measures to promote company health management and work-life balance
• possibility for home office and mobile work upon agreement
• initial contract is for 2 years with the expectation of prolongation contingent on the agreement of both parties 

Initial questions about the position can be addressed to Brian von Rueden, Head of Human Resources, via [email protected].

Please submit your complete application by 31 January 2024 via our online application system
stating 2024-ExecutiveAssistant-6000 via:
https://recruitingapp-2443.umantis.com/Vacancies/577/Application/CheckLogin/2?lang=eng . 

Max Planck Institute of Molecular Cell Biology and Genetics
Pfotenhauerstr. 108
01307 Dresden, Germany
https://www.mpi-cbg.de

• The Max Planck Society strives for gender equality and diversity. We welcome applications from all backgrounds, regardless of gender, nationality, ethnicity, sexual orientation, religion, age, and other components of identity.
• The Max Planck Society specifically aims to increase the proportion of women in the areas in which they are underrepresented. We therefore explicitly invite women to apply.
• The Max Planck Society is further committed to increasing the number of individuals with disabilities in its workforce and therefore encourages applications from such qualified individuals.
• The Max Planck Society supports the compatibility of family and career and is certified according to the "berufundfamilie" (“job and family”) audit.
• When you submit a job application to MPI-CBG, you are transmitting personal data. Please refer to our privacy notice for information on how we collect and process personal data in accordance with Art. 13 of the Datenschutz-Grundverordnung. By submitting your application you confirm that you have taken note of the information in our privacy notice.