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 the basic constituents of matter. CERN's mission is to advance knowledge and understanding of the universe, and it operates in multiple countries, fostering a collaborative environment for innovation and scientific discovery. The organization values diversity and inclusion, making it a central part of its mission since its inception.

Job Overview:
The position of Personal/Team Assistant at CERN is designed for an experienced individual who thrives in a dynamic environment and is eager to support various projects within the Engineering Department. The role emphasizes the importance of organizational skills and the ability to provide essential administrative support to all members of the department. The Engineering Department's Resources Management and Safety (EN-RMS) is crucial for delivering administrative and safety support, ensuring effective resource management and coordination. As a Personal/Team Assistant, you will be responsible for managing secretarial services, facilitating communication, and ensuring that the department operates smoothly by adhering to CERN's rules and procedures. This role offers an opportunity to broaden your knowledge and skills while contributing to the department's success.

Duties and Responsibilities:
The Personal/Team Assistant will join a team of assistants and will be involved in the daily management of one or more Group Secretariats. Key responsibilities include providing administrative support to all personnel within the department, ensuring compliance with organizational rules, maintaining both physical and electronic documents, and processing various requests related to leaves, reimbursements, payments, and travel. The assistant will also support Group Leaders by managing their diaries, handling phone calls, and organizing official duty trips and meetings. Additionally, the role involves organizing events such as conferences and workshops, replacing other assistants during their absences, and ensuring that all documentation is accurately drafted, edited, proofread, and archived.

Required Qualifications:
Candidates must possess a higher administrative diploma or equivalent relevant experience in Administrative Support or a related field. An official English certificate (such as a Cambridge certificate) is required. The ideal candidate will have proven experience in a variety of administrative tasks within a large unit, preferably in an international environment. Skills in multitasking, proofreading, and using modern office computing tools are essential. Experience in establishing and implementing administrative processes and procedures is also necessary.

Educational Background:
The educational background required for this position includes a higher administrative diploma or equivalent experience in a relevant field. This educational foundation is crucial for understanding the complexities of administrative support and ensuring compliance with organizational standards.

Experience:
Candidates should have proven experience in administrative and support tasks, particularly in a front-line and international environment. Demonstrated experience in multitasking and providing first-line administrative support is essential. Additionally, experience in proofreading work documents and maintaining and archiving data and documents is required.

Languages:
The position requires proficiency in both spoken and written English and French. These language skills are essential for effective communication within the diverse workforce at CERN and for supporting the various administrative functions of the Engineering Department.

Additional Notes:
This position is offered as a limited duration contract for 5 years, with the possibility of applying for an indefinite position subject to certain conditions. The working hours are set at 40 hours per week, and the job offers hybrid flexibility. The job grade is classified as 3-4, and the reference for this position is EN-RMS-ADM-2026-27-LD. The role falls under the Support Services field, specifically in Finance, HR, Legal, and Procurement. CERN offers a competitive salary that is tax-free and increases with relevant experience. Employees are entitled to 30 days of paid leave per year, plus an additional two weeks of annual closure. Comprehensive health insurance coverage is provided for employees and their families, along with a pension fund membership. Additional benefits include family allowances, a relocation package, and the possibility of extending the contract up to 8 years.