Personal/Team 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 fundamental particles. CERN has been at the forefront of scientific discovery since its inception, fostering an environment where innovation and collaboration thrive. The organization operates in multiple countries and employs a diverse workforce, emphasizing the importance of diversity in achieving its mission.

Job Overview:
The position of Personal/Team Assistant is situated within the Administrative and Resources Group of the Accelerator Systems Department at CERN. The successful candidate will play a crucial role in supporting one of the Department's technical groups, ensuring effective communication and information management. The role involves providing comprehensive administrative support, coordinating meetings and events, and managing documentation and web content. The assistant will be responsible for facilitating the smooth operation of the group by handling various administrative tasks, including travel arrangements and agenda management for the Group Leader. This position requires a proactive approach to problem-solving and a commitment to continuous improvement in administrative processes, aligning with CERN's operational standards and procedures.

Duties and Responsibilities:
The Personal/Team Assistant will be responsible for a wide range of duties, including but not limited to: providing front-office and administrative support to group members throughout their appointments, coordinating and supporting meetings, events, and visits, liaising with internal stakeholders for reporting and planning, managing the group’s web content and documentation, providing administrative support to the Group Leader, including agenda and mailbox management, meeting coordination, action follow-up, and maintenance of personnel and budget dashboards. The assistant will also handle sensitive information with discretion, ensure service continuity by covering for colleagues when necessary, and contribute to the continuous improvement of administrative processes within the Group and the Department.

Required Qualifications:
Candidates must possess a higher administrative diploma or equivalent relevant experience in administration or a related field. Proven experience in administrative work within a team, preferably in an international environment, is essential. Technical competencies required include customer service, secretarial work, executive assistance, event organization, and knowledge of administrative rules and procedures. Behavioral competencies such as accountability, flexibility, teamwork, self-management, and effective communication are also crucial for success in this role.

Educational Background:
A higher administrative diploma or equivalent relevant experience in administration or a related field is required for this position. This educational background ensures that candidates have the necessary skills and knowledge to perform the administrative functions effectively.

Experience:
Candidates should have proven experience in administrative roles, ideally within a team setting and in an international environment. This experience is vital for understanding the complexities of working in a diverse and dynamic organization like CERN.

Languages:
Fluency in spoken and written English is mandatory, with a commitment to learning French being highly desirable. This language proficiency is essential for effective communication within the organization and with international stakeholders.

Additional Notes:
The position is offered as a limited duration contract for 5 years, with the possibility of applying for an indefinite position under certain conditions. The working hours are set at 40 hours per week, and the job offers hybrid flexibility. A valid driving license is required for this role. The job grade is classified as 3-4, and the reference for this position is SY-AR-GA-2026-13-LD. The compensation package includes a competitive salary that is tax-free, 30 days of paid leave per year, comprehensive health insurance coverage, family allowances, and a relocation package depending on individual circumstances. The position also allows for contract extension up to 8 years and eligibility for indefinite contract tenure.