Personal/Team Assistant

Job Posting Organization:
CERN, the European Organization for Nuclear Research, is a leading scientific research organization 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 has a diverse workforce and operates in multiple countries, fostering an environment of innovation and collaboration. The organization is committed to diversity and inclusion, which are integral to its mission and success.

Job Overview:
The Personal/Team Assistant will join the Departmental and Project Support Group within the Departmental Administrative Services Section of the Technology Department at CERN. This role is crucial for the effective management of the Group Secretariat, focusing on providing administrative, organizational, communication, and information management support. The assistant will work closely with colleagues across the organization, ensuring smooth day-to-day operations and effective coordination of activities. Responsibilities include managing front-office tasks, supporting meetings and events, liaising with stakeholders, and maintaining documentation and web content. The position requires a proactive approach to problem-solving and a commitment to continuous improvement in administrative processes.

Duties and Responsibilities:
The duties and responsibilities of the Personal/Team Assistant include providing comprehensive front-office and administrative support to group members, managing arrival and departure formalities, organizing official travel, coordinating meetings, visits, and events, and supporting reporting and planning activities. The assistant will also manage the Group Leader's agenda and mailbox, coordinate meetings, follow up on actions, prepare information, and maintain personnel and budget dashboards. Additionally, the assistant will 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 support within an international and multicultural environment is essential. Candidates should demonstrate strong multi-tasking and prioritization skills, familiarity with administrative rules and procedures, and experience in using various office computing tools. The ability to maintain, organize, and archive administrative records and documents is also required, along with experience in preparing and proofreading work documents.

Educational Background:
The educational background required for this position includes a Higher Administrative diploma or equivalent qualifications in Administration or a related field. This educational foundation is crucial for understanding the complexities of administrative tasks and the operational needs of the organization.

Experience:
Candidates should have proven experience as administrative support in an international and multicultural setting. This experience should include a demonstrated ability to manage multiple tasks effectively, prioritize responsibilities, and follow established administrative procedures. Familiarity with office computing tools and experience in document management are also important.

Languages:
Fluency in spoken and written English is mandatory, and candidates should have a commitment to learning French. Proficiency in additional languages may be considered an asset, enhancing communication within the diverse environment at CERN.

Additional Notes:
This position is a limited duration contract for 5 years, with the possibility of extension up to 8 years and eligibility for an indefinite contract tenure. The role requires a valid driving license and offers a hybrid working model. The job grade is classified as 3-4, and the working hours are set at 40 hours per week. CERN provides 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.