Your Responsibilities

The Grant Office supports ISTA researchers in securing and managing competitive research funding from national and international funding organizations. As a central service unit, the team works closely with researchers and colleagues across the institute to ensure smooth and efficient grant-related processes. In this role, you will provide administrative and organizational support across the entire Grant Office. You will help keep processes running smoothly, support the Unit Head and Team Leads, and assist colleagues with a wide range of day-to-day activities. This position is ideal for someone who enjoys working in a service-oriented role, keeping things organized, and supporting a collaborative team in an international research environment.

• Provide administrative and organizational support across the Grant Office team, helping ensure smooth day-to-day operations
• Organize travel arrangements, catering, office supplies, and other administrative services
• Maintain contact lists, shared mailboxes, calendars, and internal documentation
• Support onboarding and offboarding activities within the Grant Office
• Prepare standard reports, templates, administrative documents i.e. timesheet coordination
• Assist with filing, archiving, and document management activities

Your Profile

• Completed commercial training or comparable qualification
• Work experience in an administrative or (team) assistant role, ideally in an international research/academic environment
• Excellent written and interpersonal communication skills in English (institute’s language), proficiency in German is an advantage
• Profound working knowledge of MS Office, and openness to learning new tools and systems
• A proactive, service-oriented mindset and enjoyment of working and supporting within a team
• Strong organizational skills, attention to detail, and a structured, solution-focused approach
• Ability to manage multiple tasks and stay on top of priorities