Administrative Assistant

Job Posting Organization:
CERN, the European Organization for Nuclear Research, is a leading scientific research institution established to probe the fundamental structure of the universe. It employs physicists and engineers who utilize the world's largest and most complex scientific instruments to study the basic constituents of matter. CERN's mission is to advance knowledge and understanding of the universe through groundbreaking research and innovation. The organization operates in multiple countries and employs a diverse workforce, fostering an inclusive environment that values collaboration and innovation. CERN is committed to diversity and inclusion, recognizing that a diverse workforce is essential for its success.

Job Overview:
The Administrative Assistant position at CERN is designed for organized, proactive, and flexible individuals who possess strong software skills and a cooperative spirit. This role involves collaborating on various administrative topics at the departmental level and assisting colleagues within a dynamic IT Department. As part of the IT Secretariat Team, the Administrative Assistant will participate in the daily management of the secretariat office, focusing on information, communication, and organizational services. The position also includes assisting the Space Manager with overseeing office refurbishment projects. The successful candidate will be expected to use digital tools efficiently, simplify and automate administrative tasks, and handle day-to-day personnel and administrative requests, ensuring smooth operations within the department.

Duties and Responsibilities:
The Administrative Assistant will be responsible for a variety of tasks, including but not limited to: efficiently using digital tools to streamline administrative processes, handling personnel and administrative requests such as travel arrangements and expense claims, supporting the application of CERN's administrative and personnel rules, acting as the first point of contact for routine queries, taking ownership of small coordination tasks or mini-projects, collaborating with internal services and colleagues to ensure smooth administrative processes, contributing to IT onboarding and induction activities, and maintaining and updating digital information to ensure accuracy and accessibility.

Required Qualifications:
Candidates must possess a technical certificate or general secondary education, or equivalent relevant experience in administration or a related field. An early career profile in an administrative role is preferred, along with a keen interest in administrative and personnel processes. The ability to learn and apply rules and procedures with guidance is essential. Candidates should be comfortable with digital tools and modern office software, such as Microsoft 365, and should be curious about exploring new tools and methods to enhance efficiency. Organizational skills, proactivity, and the ability to work autonomously on well-defined activities are crucial, as is the ability to work effectively in an international and multicultural environment.

Educational Background:
The position requires a technical certificate or general secondary education, or equivalent relevant experience in administration or a related field. This educational background provides the foundational knowledge necessary for the administrative tasks and responsibilities associated with the role.

Experience:
Candidates should have an early career profile in an administrative role, demonstrating a willingness to learn and apply administrative and personnel processes. Experience in coordinating small operational activities or logistical projects, such as office moves or refurbishments, would be advantageous. Familiarity with personnel and administrative databases and associated tools is also beneficial.

Languages:
Fluency in spoken and written English is mandatory, with a commitment to learn French being an important asset. Proficiency in additional languages may be considered a plus, enhancing communication within the diverse CERN community.

Additional Notes:
This position is offered as a limited duration contract for 2 years, with the possibility of extension up to 8 years and eligibility for an indefinite contract tenure. The working hours are set at 40 hours per week, with hybrid job flexibility. The role may require work during nights, Sundays, and official holidays, depending on the needs of the organization. The job grade is classified as 3-4, and the reference for this position is IT-RM-AS-2025-278-LD. CERN offers a competitive salary that is tax-free, along with 30 days of paid leave per year, comprehensive health insurance coverage, family allowances, and a relocation package depending on individual circumstances.