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. Founded in 1954, CERN employs thousands of physicists and engineers who work collaboratively to explore the basic constituents of matter using the world's largest and most complex scientific instruments. The organization operates in multiple countries and is known for its groundbreaking contributions to particle physics, including the discovery of the Higgs boson. CERN's mission emphasizes innovation, collaboration, and diversity, making it a hub for scientific excellence and a vibrant workplace for professionals from various fields.

Job Overview:
The position of Personal/Team Assistant at CERN involves joining the CERN Staff Association (SA) Secretariat, which plays a crucial role in supporting the elected delegates of the SA and providing essential information to all personnel members. The successful candidate will be responsible for ensuring the smooth operation of the Secretariat, which includes welcoming visitors, managing communications, and overseeing the production of the SA biweekly newsletter. Additionally, the role requires organizing various SA events and translating documents between French and English. The assistant will work closely with the SA Presidency and elected delegates, contributing to the promotion of SA activities and fostering a supportive environment for all staff members.

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

• Ensuring the smooth operation of the Secretariat by welcoming visitors and managing the SA mailbox.
• Producing the SA biweekly newsletter and updating the SA website.
• Providing guidance to personnel and SA representatives on employment conditions, disciplinary procedures, and regulations.
• Translating documents from French to English and vice versa.
• Writing minutes of meetings and organizing various SA events such as public meetings, exhibitions, and conferences.
• Presenting SA activities in meetings and collaborating with team members to enhance the effectiveness of the Secretariat's operations.

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 work within an international environment is essential. Familiarity with publication matters or community management is advantageous, as is experience in organizing events of varying scales. Technical competencies required include customer service, event organization and management, knowledge of administrative rules and procedures, secretarial skills including minute-writing, and proficiency in office software packages. Additionally, candidates should be adept at drafting and translating articles, presentations, and official documents.

Educational Background:
The educational background required for this position includes a technical certificate or general secondary education. Candidates with relevant experience in fields such as Administration, Communication, or International Relations will also be considered. This educational foundation is essential for understanding the administrative and communicative aspects of the role, as well as for effectively engaging with diverse stakeholders within CERN.

Experience:
Candidates should have proven experience in administrative roles, particularly in team settings within international environments. 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 level of experience is crucial for ensuring that the Personal/Team Assistant can effectively manage the diverse responsibilities associated with the position and contribute positively to the Secretariat's operations.

Languages:
Fluency in both spoken and written English and French is mandatory for this position. This bilingual requirement is essential for effective communication within the diverse environment of CERN, where staff members come from various linguistic backgrounds. Proficiency in additional languages may be considered a plus, enhancing the candidate's ability to engage with a broader range of personnel and stakeholders.

Additional Notes:
The position is offered as a limited duration contract for 5 years, with the possibility of applying for an indefinite position under 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 HR-SA-2025-257-LD. CERN promotes a diverse workforce and welcomes applications from all Member States and Associate Member States. The compensation package includes 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. There is also the possibility to extend the contract up to 8 years, along with eligibility for indefinite contract tenure.