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's mission is to advance knowledge and understanding of the universe through groundbreaking research and innovation. The organization has a diverse workforce and operates in multiple countries, fostering an environment of collaboration and inclusion.

Job Overview:
The Personal/Team Assistant will join the CERN Staff Association (SA) Secretariat, which is dedicated to supporting the SA elected delegates and providing information to all personnel members. This role involves promoting various activities sponsored by the SA, including clubs, educational institutions, and pensioner associations. The assistant will report directly to the SA Presidency and work collaboratively with a team of professionals to ensure effective support for all SA activities and projects. The position requires a proactive approach to managing the Secretariat's operations, including welcoming visitors, handling communications, and maintaining the SA's online presence. Additionally, the assistant will be responsible for producing newsletters, translating documents, and organizing events, thereby playing a crucial role in enhancing the engagement and support of the CERN community.

Duties and Responsibilities:
The Personal/Team Assistant will have a comprehensive set of responsibilities, including but not limited to: ensuring the smooth operation of the Secretariat by welcoming visitors and managing communications; producing a biweekly newsletter for the SA; updating and developing the SA website; providing guidance to personnel and SA representatives on employment conditions and disciplinary procedures; translating documents between French and English; writing minutes for meetings; and organizing various SA events such as public meetings, exhibitions, and conferences. The assistant will also present SA activities in meetings and work closely with the SA elected delegates to facilitate effective communication and collaboration within the organization.

Required Qualifications:
Candidates must possess a technical certificate or general secondary education, or equivalent relevant experience in Administration, Communication, International Relations, or a related field. Proven experience in administrative roles within an international environment is essential. Familiarity with publication matters or community management is advantageous, as is experience in organizing events of varying scales. The ideal candidate should demonstrate strong customer service skills, knowledge of administrative rules and procedures, and proficiency in secretarial tasks, including minute-taking and document drafting.

Educational Background:
The educational background required for this position includes a technical certificate or general secondary education, with a focus on Administration, Communication, International Relations, or a related field. Equivalent relevant experience may also be considered in lieu of formal education, emphasizing the importance of practical skills and knowledge in the administrative domain.

Experience:
Candidates should have proven experience in administrative work, particularly in a team setting within an international context. Experience related to publication matters or community management is considered an advantage, as is experience in organizing events ranging from small meetings to large conferences. This role requires a demonstrated ability to work effectively in a diverse environment and manage multiple tasks simultaneously.

Languages:
Fluency in both spoken and written English and French is mandatory for this position. The ability to translate documents between these two languages is crucial for effective communication within the organization and with external stakeholders. Additional language skills may be considered beneficial but are not required.

Additional Notes:
This position offers a limited duration contract of 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 role offers hybrid job flexibility. The job grade is classified as 3-4, and the reference for this position is HR-SA-2025-257-LD. The employment conditions include a competitive, tax-free salary that increases with relevant experience, 30 days of paid leave per year, comprehensive health insurance coverage, and various family allowances. A relocation package is also available depending on individual circumstances, and there is potential for contract extension up to 8 years.