Executive Assistant (m/f/d)

Updated: about 1 month ago


Executive Assistant (m/f/d)

The MPI-CBG is searching for an Executive Assistant (m/f/d).

Deadline is 21 April 2023

The successful candidate will provide comprehensive secretarial/Personal Assistant service to the Scientific Director (and associated Research Group Leaders) to ensure the efficient and effective management of time and work. 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 tactfulness and diplomacy.

MPI-CBG is an institute of the renowned Max Planck Society conducting ground-breaking biomedical research at the cutting edge of science. The institute has an international staff of about 500 employees, from more than 50 nations around the world. Centered around the scientific question “how do cells form tissues?” the research program at MPI-CBG brings together biologists, chemists, theoretical physicists, and computer scientists to create a vibrant, interdisciplinary working environment.  The institute has recently expanded its research vision to encompass stem cell-derived models, synthetic tissue systems and organoid models. The institute is well known for its flat organizational structure, shared resources, equal opportunities, and support for families.

Main Responsibilities

  • Coordinate the office of the director
  • Prioritize messages for action, draft and proofread responses, preserving necessary confidentiality
  • Plan national and international business trips, including itineraries, bookings, and all associated logistics
  • Event planning and coordination (e.g., guest researchers, collaborator visits, meetings, seminars, summer schools, alumni events)
  • Prepare agendas and papers, take and circulate high-quality meeting minutes, and follow up on action points as instructed
  • Assist with personnel matters (including support preparing job advertisements, initial contracts and extensions, onboarding and offboarding)
  • Engage with fellow executive assistants regarding workload sharing, network and quality improvement, continued personal development in relevant areas

Essential Qualifications

  • Professional training/education as a foreign language assistant or similar
  • Experience working in a comparable environment
  • Excellent written and spoken German and English (B2 or higher)
  • Excellent interpersonal skills and diplomacy.
  • Intercultural competence and organizational talent
  • Good time management skills, proactive and structured work style. Ability to multitask and prioritize a diverse and changing workload
  • Creativity, optimism, and motivation in problem solving

What we offer:

  • A varied and interesting job in a modern, scientific, and international environment.
  • Remuneration based on qualifications, activities, and experience in accordance with TVöD Bund, up to EG8.
  • Social benefits of the public service (company pension scheme (VBL), annual special payment, subsidy for VVO job ticket, group accident insurance)
  • Opportunities for regular professional exchange and individual training and personal development.
  • Active measures to promote company health management and work-life balance
  • Possibility for home office and mobile work upon agreement

The initial contract is for 2 years with the expectation of prolongation contingent on the agreement of both parties.

The Max Planck Society is committed to employing more handicapped people. Applications of handicapped people are strongly encouraged. The Max Planck Society strives for gender and diversity equality. We welcome applications from all backgrounds.

Initial questions about the position can be addressed to Brian von Rueden, Head of Human Resources, via hr@mpi-cbg.de.

Please submit your complete application by 21 April 2023 via our online application system stating 2023-ExecutiveAssistant-1030 via: https://recruitingapp-2443.umantis.com/Vacancies/549/Application/CheckLogin/2?lang=eng

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