To strengthen our team, we are looking for an experienced Personal Assistant (m/f/d) to support our director in managing a diverse range of administrative, organizational, and communication tasks.

Key Responsibilities:

Administrative Support:

• Manage the Director’s dynamic and complex calendar, including scheduling meetings, telephone calls, and national/international travel.
• Support in organizing internal and external workshops, events, and recurring meetings for the director and the team.
• Coordinate correspondence (emails, letters, and calls) on behalf of the Director, ensuring timely and effective communication with internal and external stakeholders.

Organizational Tasks:

• Handle logistical arrangements for meetings, events, and international conferences across time zones.
• Assist with private matters, including personal scheduling, travel planning, and occasional errands.
• Collaborate with other departments and colleagues to ensure smooth operations and project execution.

Media and Public Relations Support:

• Coordinate media contacts, interviews, and public-facing activities for the Director with the communications department.
• Provide support with presentations, reports, and other documentation as needed.

General Office Duties:

• Act as the first point of contact for project leaders, team members, and external partners, ensuring a professional and welcoming experience.
• Manage day-to-day office tasks, including handling incoming mail and maintaining organized records.
• Support and collaboration with institutes administration as needed.

Qualifications and Skills:

Required:

• A minimum of 3 years of professional experience in a similar role, ideally in an academic or research-focused environment, or equivalent
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Strong organizational and project management skills, with the ability to handle multiple priorities under time pressure.
• Excellent communication skills in both German and English (business level).

Preferred:

• Familiarity with academic environments and institutions.
• Additional language skills, particularly Italian or Danish, are an advantage.

Personal Attributes:

• Proactive and self-motivated, with a collaborative mindset.
• High level of discretion and professionalism when handling sensitive information.
• Strong interpersonal skills and ability to build positive working relationships.

What We Offer:

• A competitive salary.
• Flexible working arrangements, including trusted working hours and mobile work options.
• Modern office space in the heart of Berlin Mitte.
• A friendly, open, and international work environment.
• Professional development opportunities within a globally connected research institute.
• 20 days of vacation annually, with a full-time or part-time contract option.

How to apply:

If you are passionate about innovation, organizational excellence, and contributing to a globally engaged research team, we encourage you to apply.

Please submit your application package, including:

• CV
• Cover Letter
• Additional documents (e.g., Arbeitszeugnisse, recommendation letters, etc.)

Send your application via email to [email protected] with the subject line: Personal Assistant/Administrative Assistant to the Director.

We look forward to hearing from you and welcoming you to our team!