Your Responsibilities

With over a decade of growth, our institute has built a collaborative and curiosity-driven research environment. As we continue to expand and develop our campus, we are looking for a highly organized and proactive team member to join our Faculty Recruiting & Evaluations Team within Academic Affairs. The team plays a key role in organizing faculty recruitment (Professors, Assistant Professors, and Staff Scientists) and coordinating important evaluation processes such as tenure evaluations and topical reviews. We are looking for a colleague who enjoys working behind the scenes to ensure everything runs smoothly and who contributes to a positive experience for candidates and colleagues alike.

• Supporting day-to-day office operations and administrative tasks
• Managing English-language correspondence with internal and external stakeholders to ensure clear and professional communication
• Providing process management support, including coordinating activities, tracking timelines and following up with stakeholders
• Assisting in the preparation and compilation of documents and reports, as well as maintaining of databases
• Organizing meetings, candidate visits, and related events, including travel arrangements and coordinating schedules with faculty members
• Act as a central point of contact for visitors, guests and evaluation panel members, ensuring a smooth and welcoming experience
• Gather information and conducting basic research on relevant topics related to faculty recruiting and evaluations

Your Profile

• Completed commercial training and several years of work experience in an administrative or (team) assistant role; first experience with coordinating events is advantageous
• Ideally experience 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