Personal Assistant/Unit Administrator

remote type Campus based

locations Heidelberg

time type Full time

posted on Posted Today

job requisition id JR4632

Your role

You will work closely with the Director of Scientific Core Facilities and Scientific Services and the Unit's Administrative Assistant to support all organisational and administrative aspects of the department. You will provide administrative support to the Director of Scientific Core Facilities and Scientific Services, all Heads of Core Facilities and Scientific Services and the entire Unit consisting of roughly 80 staff.

The Personal Assistant & Unit Administrator provides high-level administrative and organisational support to the Director of Core Facilities and Scientific Services, as well as broad administrative support to the Unit. As the successful candidate, you will act as a key point of contact for the Director and the Unit, requiring excellent organisational skills, discretion, accuracy and the ability to manage multiple priorities in an international environment.

As assistant to the Director of Scientific Core Facilities and Scientific Services, provide administrative support in the following key responsibilities:

Managing the Director’s calendar, meetings and appointments, including complex and time-sensitive scheduling,
preparing meeting agendas, briefing materials and minutes, and following up on actions as required,
coordinating internal and external meetings, visits and events, and
acting as a trusted point of contact for internal and external stakeholders.
Organising multi-participants, Unit-related events such as Heads of Core Facilities and Unit Retreats
Collating annual users metrics, and creating user statistics for presentations and wider documentation
Assisting with logistical and scheduling arrangements for new recruitments