Executive Assistant to the Director of Austrian Affairs

Updated: about 2 months ago
Deadline: Location: Vienna

The Office for Austrian Affairs
Open for Employee Referral
Application deadline: 
Open until filled
Starting date: 
As soon as possible

The Director of Austrian Affairs at Central European University (CEU) invites applications for an Executive Assistant position in Vienna. The main focus of the position is the organization of the Director’s activities and calendar - and take care of administrative and organizational duties. Our future colleague will also support the fulfillment of tasks of the Directorate, act as a liaison between the Director’s office, the office of the Rector and Provost in Vienna, and other affected organizational units at CEU and in the Austrian public sphere (eg. Communications and Development).


Your responsibilities:

  • Organizing and preparing the meeting and networking activities of the Director with actors from local and national politics, public administration, business, research, science, and higher education in Vienna and Austria
  • Maintaining contacts established by the Rector, Provost, and Director and supporting the establishment of new contacts in various spheres of public life in Austria.
  • Supporting the liaison across the university to ensure full coordination on events and invitation list management
  • Coordination with on-site facility and events management regarding catering, security protocol, and other issues
  • Event management:
    • drafting programs in support of the Director
    • sending invitations
    • managing registrations
    • contacting external providers
    • overviewing the on-site execution of events
    • follow-up processing (accounting, thank you letters, notes, etc.)
    • Preparation of ideas for community engagement ideas in coordination with local institutions
    • Contact point for faculty and staff at the Vienna campus for Austrian Affairs’ needs
    • Building, maintaining and expanding the contact database for CEU in Austria
    • Re-launch of the CEU Vienna Campus website according to the needs of the Austrian public.
    • Organization of the filing system and database of addresses of the Director
    • Paperwork (writing letters, invitations, minutes of meetings).


Required skills and competencies:

  • At least 3-5 years of experience in senior admin/organizational positions
  • Experience in communicating and liaising with Austrian public administrations, politics, business sector is an absolute must
  • Knowledge about the operations of Austrian universities, higher education, science, and research institutions
  • Knowledge of relevant institutions and stakeholders in the public sector and in the university/ research scene in Austria
  • Some knowledge of the Austrian media scene
  • Excellent communication skills in German (native) and English
  • Expert knowledge of Microsoft Office products (Excel, PPT, etc)
  • Experience with SAP is an advantage
  • Friendly, communicative, diplomatic, welcoming, organized, hands-on attitude
  • Strong organizational skills, and a detail-oriented mindset
  • A proactive approach to problem-solving, ability to improvise
  • Ready to work with a highly motivated team.



Alongside benefits, we offer a competitive annual gross salary starting at yearly 44,000 EUR (paid in 14 installments) which may be higher, depending on your experience and competencies.

How to apply

We are looking forward to receiving your application alongside with:

  • An English CV
  • A letter of interest


Please send your complete application package to advert047@ceu.edu  - including job code in the subject line: 2021/047

Employee Referral Program application:

If one of our employees has drawn your attention to this job opportunity, please apply via this email address, and mention our colleague in the cover letter: advert047@referral @ceu.edu- including job code in the subject line: 2021/047.

Review of applications will begin immediately and continue until the position is filled.

We do not ask for reference letters at the first stage of application; the referees of long-listed candidates may be contacted for references later by CEU.

About CEU

Central European University (CEU) is a research-intensive university specializing in the social sciences, humanities, law, public policy and management. It is accredited in the United States, Austria and Hungary. CEU's mission is to promote academic excellence, state-of-the-art research, research-based teaching and learning and civic engagement, in order to contribute to the development of open societies. CEU offers bachelor's, master's and doctoral programs and enrolls more than 1,400 students from over 100 countries. The teaching staff consists of resident faculty from over 50 countries and prominent visiting scholars from around the world. The language of instruction is English.

For more information, please visit https://www.ceu.edu/ .

CEU is an equal opportunity employer.

The privacy of your personal information is very important to us. We collect, use, and store your personal information in accordance with the requirements of the applicable data privacy rules, including specifically the General Data Protection Regulation. To learn more about how we manage your personal data during the recruitment process, please see our Privacy Notice at: https://www.ceu.edu/recruitment-privacy-notice  (Hungary: Közép-európai Egyetem, Central European University) or https://www.ceu.edu/recruitment-privacy-notice-austria  (Austria: Central European University, CEU Central European University Private University).

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