Administrative Assistant

Job Advertisement

Position Title: Administrative Assistant
Location: Geneva
Country: Switzerland
Deadline Date: 2nd March 2025 at 23:59 (midnight) CET

Job Details

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 over 2,500 employees and thousands of scientists from around the globe, CERN operates in multiple countries and is dedicated to probing the fundamental structure of the universe. The organization employs a diverse workforce and values diversity as a core part of its mission, which is essential for its success in scientific endeavors.

Job Overview:
The Administrative Assistant position at CERN is designed for organized and proactive individuals who are eager to build a career in administration. The role involves providing essential support to two key areas: the ATS Specification Committee and the ATS Project Office. The assistant will coordinate meetings, manage documentation, and support various projects in a dynamic and international environment. This position requires a strong service-oriented mindset and the ability to maintain effective working relationships while managing multiple tasks efficiently. The role is split evenly between the two areas, with responsibilities including organizing meetings, liaising with internal services, and assisting in the preparation of reports and statistics.

Duties and Responsibilities:
The duties and responsibilities of the Administrative Assistant include:

• Organizing relevant meetings in collaboration with the ATS SC Chair, ensuring all logistical aspects are covered.
• Managing documentation using specific tools to ensure accuracy and accessibility.
• Liaising with other internal services to facilitate smooth operations.
• Monitoring files, updating dashboards, and following up on deadlines in coordination with the lead chair.
• Assisting in editing weekly activity reports and compiling statistics for the annual report.
• Helping organize events such as meetings, visits, reviews, and workshops, particularly those linked to EU projects.
• Following up on travel requests for the ATS-DO unit and handling external registration processes for the unit.

Required Qualifications:
Candidates must possess strong organizational skills and attention to detail, along with a proactive and flexible approach to work. The ability to build and maintain effective working relationships is essential, as is a service-oriented mindset. Experience using office software packages is required, and candidates must have a good level of proficiency in both English and French. Additionally, applicants must be nationals of a CERN Member or Associate Member State and have a maximum of two years of professional experience since graduation in Administration, event management, or a related field.

Educational Background:
The minimum educational requirement for this position is a general secondary education diploma. Candidates with a Bachelor's, Master's, or PhD degree are not eligible for this role. This educational background is essential to ensure that the candidate has the foundational knowledge necessary for the administrative tasks involved in the position.

Experience:
The position requires candidates to have a maximum of two years of professional experience since graduation. This experience should be in Administration, event management, or a related field. It is important that candidates have relevant experience that demonstrates their ability to perform the duties outlined in the job description effectively.

Languages:
Proficiency in both English and French is mandatory for this position. This bilingual requirement is crucial for effective communication within the international environment at CERN. While other languages may be beneficial, English and French are the primary languages used in the workplace.

Additional Notes:
The contract duration for this position is 24 months, with a possible extension of up to 36 months maximum. The working hours are set at 40 hours per week, and the target start date for the role is April 1, 202

• The position offers a monthly stipend of 4624 Swiss Francs (net of tax), along with coverage by CERN's comprehensive health scheme for the employee, spouse, and children. Additional benefits may include an installation grant, family allowances, and payment of travel expenses at the beginning and end of the contract. Employees are entitled to 30 days of paid leave per year, and there are opportunities for on-the-job and formal training at CERN, as well as in-house language courses for English and/or French.