Personal Assistant to the Director General

Personal Assistant to the Director General

Location: Heidelberg, Germany
Staff Category: Staff Member
Contract Duration: 3 years
Grading: 6 or 7, depending on experience and qualifications
Closing Date: 20 May 2012
Reference number: HD_00222

Job Description
The European Molecular Biology Laboratory (EMBL) is one of the highest ranked scientific research organisations in the world. The Headquarters Laboratory is located in Heidelberg (Germany) and the outstations are in Grenoble (France), Hamburg (Germany), Hinxton (UK) and Monterotondo (Italy).

The Personal Assistant to the Director-General acts as an interface between the Director-General, senior management and key staff of the Laboratory, EMBL’s governing Council, national and local authorities, ministries, Heads of other scientific Institutions and the broader scientific community.

The post holder performs the following duties:

• Manages the Director General’s diary and coordinates their schedule with other key staff, ensures that all necessary information/documentation is compiled, indexed, researched (as requested) and provided well in advance of meetings;
• Arranges all travel and accommodation for the Director General, anticipating additional ad hoc events to be organized during their travel;
• Arranges and follows up on the reimbursement of expenses;
• Maintains contact with the Director General during their absence from the office, ensuring the provision of crucial information to the Director General at all times;
• Maintains several budgets;
• Coordinates and supervises the work of the Team Assistant in the DG’s office;
• Ensures that all visitors are always dealt with politely and professionally and accommodated into the Director General’s schedule effectively;
• Prepares and reads correspondence, both incoming and outgoing, taking decisions on priority given to documents, provides secretarial and word processing services, and follows up on actions;
• Organises the Heads of Units and Scientific Strategy and Management Advisory Committee meetings, including the preparation of the minutes and follow-up of actions to be completed;
• Maintains and facilitates the organization of the Faculty Retreat with EMBL’s Courses and Conference Office;
• Organises additional events and meetings with internal and external parties, and ensures that all matters are dealt with efficiently, effectively and in a timely manner;
• Translates correspondence/documentation into or out of English/German/French where appropriate and gives brief oral translations if required;
• Ensures that all matters passing through the Director General’s Office are handled with discretion and are given the appropriate degree of confidentiality;
• Performs any other duty that may be assigned by the Director General.

The ongoing development and application of efficient office procedures and systems, to facilitate the Director General’s work and make the most effective use of their time and resources together with active management of their diary and co-ordination of their schedule are important components of the post. The ability to accept responsibility as delegated by the Director General and work independently during absences from the office is essential, as is the need to ensure that in all circumstances and at all times those visiting or wishing to see the Director General are dealt with maturely, professionally, sensitively and in a user-friendly manner.

Qualifications and Experience
The job requires excellent secretarial, administrative and organisational skills, willingness to pay attention to detail and the ability to work independently. Excellent command of English is essential as is spoken and written knowledge of German. Fluency in other languages, especially French, is desirable. The person selected should be fluent in the application of Microsoft Office and other office programmes, the Internet and email. The post holder must be able to work to tight deadlines under pressure with patience and good humour. He/she must be service-oriented and tactful, possess good judgment and have the ability to maintain effective working relationships in a multi-cultural environment.

Application Instructions
Please apply online by clicking on Apply Online below.

Additional Information
EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation.

Please note that appointments on fixed term contracts can be renewed, depending on circumstances at the time of the review.