Administrative Assistant in the Users Office

Job Posting Organization:
CERN, the European Organisation for Nuclear Research, is a leading 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 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:
As an Administrative Assistant in the Users Office at CERN, you will play a crucial role in supporting guest scientists by managing their registrations, contracts, and official documentation. Your responsibilities will include providing front-line customer service, ensuring smooth administrative operations, handling inquiries, maintaining records and databases, preparing correspondence, and facilitating the integration of scientists in compliance with CERN procedures. This position requires a proactive approach to managing daily administrative tasks and a commitment to delivering excellent service to a diverse community of scientists.

Duties and Responsibilities:

• Provide customer service support to CERN guest scientists, facilitating their registration and integration upon arrival.
• Manage daily administrative tasks, including registrations, personnel contracts, and Host State documentation requests and extensions.
• Act as a key point of contact for visiting scientists, responding to inquiries in person, via email, and by phone.
• Utilize electronic tools to process registrations and maintain accurate records.
• Deliver general administrative support in accordance with CERN rules and procedures.
• Ensure the processing, follow-up, and control of various administrative electronic and paper documents, including record archiving.
• Enter all relevant information into the appropriate CERN databases.
• Prepare correspondence and documentation as required, including writing minutes.
• Provide coverage for other team members in their absence as needed.

Required Qualifications:
Candidates must possess a technical certificate or general secondary education, or equivalent relevant experience in General Administrative Support or a related field. Demonstrated experience in administrative services or secretariats is essential, preferably with a focus on service provision to a large, diverse community of customers. A proven background in interpreting and applying rules and procedures is required, along with proficiency in modern office computing tools and the ability to maintain and archive data and documents. Experience in customer service and support is also necessary.

Educational Background:
The ideal candidate should have a technical certificate or general secondary education. Relevant experience in administrative support or a related field is also acceptable as a substitute for formal education. Candidates should demonstrate a strong understanding of administrative processes and procedures.

Experience:
The position requires demonstrated experience in administrative services or secretariat roles, particularly in environments that serve a large and diverse customer base. Candidates should have a proven track record in interpreting and applying administrative rules and procedures effectively. Experience in customer service and support is also essential, highlighting the importance of interpersonal skills in this role.

Languages:
Fluency in spoken and written English is mandatory, with a commitment to learning French being highly desirable. Proficiency in additional languages may be considered an asset, enhancing communication with a diverse group of international scientists.

Additional Notes:
This position offers a limited duration contract of 3 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 role is fully onsite at CERN. The job grade is classified as 3-4, and the reference for this job is EP-AGS-2026-85-LD. The position comes with 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. CERN provides comprehensive health insurance coverage for employees and their families, as well as a pension fund. Additional benefits include family allowances and a relocation package based on individual circumstances.