Administrative Assistant

Job Posting Organization:
CERN, the European Organization for Nuclear Research, was established in 1954 and is one of the world's largest and most respected centers for scientific research. With a mission to uncover the fundamental structure of the universe, CERN employs thousands of physicists, engineers, and administrative professionals from around the globe. The organization operates in multiple countries and is known for its groundbreaking work in particle physics, utilizing the world's largest scientific instruments to study the basic constituents of matter. CERN is committed to promoting diversity and inclusion within its workforce, recognizing that a diverse team enhances creativity and innovation in scientific research.

Job Overview:
The position of Administrative Assistant at CERN's Staff Association is crucial for the effective administration and management of the Jardin des Particules, an early childhood education and childcare facility. This role encompasses a variety of responsibilities, including human resources administration, financial management, and operational coordination, all within the framework of Swiss employment law. The successful candidate will be expected to take ownership of diverse administrative tasks, ensuring that the facility operates smoothly and efficiently. The role requires a proactive approach to managing the full administrative lifecycle of employees, from recruitment to onboarding and departures, while also maintaining compliance with Swiss labor legislation. The Administrative Assistant will serve as a key point of contact for staff regarding employment-related matters, contributing to a supportive and well-organized work environment.

Duties and Responsibilities:
The Administrative Assistant will be responsible for managing the complete administrative lifecycle of Jardin des Particules employees, which includes recruitment administration, drafting and managing employment contracts, onboarding new hires, and processing departures. The role involves coordinating payroll administration with external fiduciaries, ensuring the accuracy of salary-related information, and managing personnel administration in accordance with Swiss employment legislation. This includes overseeing social insurance, pension schemes, leave management, and other statutory obligations. The Assistant will monitor the JDP budget, process invoices and payments, maintain accounting records, and support financial reporting. Additionally, the role requires liaising with external partners, preparing communication and promotional materials, and contributing to the continuous improvement of administrative and financial processes. Occasional support to the Staff Association Secretariat may also be required, including welcoming visitors and responding to general inquiries.

Required Qualifications:
Candidates must possess a Technical Certificate or General Secondary Education, or equivalent relevant experience in Administration, Human Resources, Accounting, Finance, or a related field. A solid understanding of Swiss employment administration is essential, along with demonstrated experience managing employment administration under Swiss labor legislation. Proven experience in administrative, HR, and financial administration within a small or medium-sized enterprise in Switzerland is required. Experience working with external fiduciaries or payroll providers is considered an asset, as is experience in an international or multicultural environment. Technical competencies in secretarial work, office software, and accounting software (such as Crésus) are also important for this role.

Educational Background:
The ideal candidate should have a Technical Certificate or General Secondary Education, or equivalent relevant experience in fields such as Administration, Human Resources, Accounting, or Finance. This educational background provides the foundational knowledge necessary for managing the diverse administrative responsibilities associated with the position.

Experience:
Candidates should have demonstrated experience in managing employment administration under Swiss labor legislation, including familiarity with employment contracts, payroll administration, social insurance, and occupational pension schemes. Experience in administrative, HR, and financial administration within a small or medium-sized enterprise in Switzerland is essential. Additionally, experience working with external fiduciaries or payroll providers is advantageous, as is experience in an international or multicultural environment.

Languages:
Fluency in both spoken and written English and French is mandatory for this position. Proficiency in these languages is essential for effective communication within the diverse CERN community and for managing administrative tasks that require interaction with staff and external partners.

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 commitment of 40 hours per week and is fully onsite. The job grade is classified as 3-4, and the reference for this position is HR-SA-2026-197-LD. CERN offers 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. The organization values diversity and encourages applications from all Member States and Associate Member States.