Personal/Team Assistant

Job Posting Organization:
CERN, the European Organization for Nuclear Research, is a leading scientific research institution established in 195

• It is known for its groundbreaking work in particle physics and operates the world's largest particle physics laboratory. CERN employs around 2,500 staff members and collaborates with thousands of scientists from over 100 countries. The organization is dedicated to pushing the boundaries of science and technology, fostering an environment of innovation and collaboration among physicists, engineers, and administrative professionals.

Job Overview:
The Personal/Team Assistant position within the Controls Software & Services (BE-CSS) group at CERN involves participating in the daily management of the group's secretariat. This role emphasizes providing information, communication, and organizational services to a diverse user community. The CSS Group is responsible for delivering remote controls for various scientific installations, and the assistant will support a team of up to 65 members from 20 different nationalities, including students and experienced professionals. The assistant will be expected to manage front-office services, assist the Group Leader, organize meetings, and handle confidential information, ensuring smooth operations within the group. This position is crucial for maintaining effective communication and organizational efficiency within the team, contributing to the overall success of CERN's scientific endeavors.

Duties and Responsibilities:
The duties and responsibilities of the Personal/Team Assistant include:

• Providing front-office service for all personnel in the group, assisting with their arrival, departure, and ongoing appointments.
• Contributing to the management team by organizing and participating in regular meetings, taking minutes, and maintaining action lists.
• Offering personal assistance to the Group Leader, including managing their agenda and mailbox, replying on their behalf, and organizing meetings.
• Processing confidential information through emails, letters, procedures, and presentations.
• Organizing official duty trips and events such as conferences and workshops.
• Contributing to the content management of the group's website and outreach activities.
• Collaborating with other administrative assistants and providing coverage during their absences.

Required Qualifications:
Candidates must possess a higher technical diploma or equivalent relevant experience in general administration or a related field. They should demonstrate proven experience in multi-tasking as first-line administrative support for a large community of customers, working independently and as part of a team, and providing personal assistance to a manager. Technical competencies required include customer service, knowledge of administrative rules and procedures, event organization and management, secretarial work, and proficiency in office software packages.

Educational Background:
The educational background required for this position includes a higher technical diploma or equivalent experience in general administration or a related field. This educational foundation is essential for understanding the administrative processes and procedures necessary for effective support within the organization.

Experience:
Candidates should have proven experience in providing administrative support, particularly in a role that involves multi-tasking and serving a large community. Experience in personal assistance to a manager is also crucial, as is the ability to work both independently and collaboratively within a team environment.

Languages:
The mandatory language requirement for this position is proficiency in spoken and written English. Additionally, candidates should demonstrate a commitment to learning French, which is considered a valuable asset for effective communication within the organization.

Additional Notes:
This position offers a limited duration contract of 5 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, and the job is fully onsite. The position is graded at levels 3-4, and the reference for this job is BE-ASR-ADM-2026-28-LD. CERN promotes diversity and welcomes applications from all Member States and Associate Member States, emphasizing that a diverse workforce is central to its success. The employment conditions include 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.