Executive Assistant to Deputy Director General EMBL and Director EMBL-EBI
4 months ago
Your role
EMBL and EMBL-EBI are seeking a highly adaptable and proactive individual to join our Directors' Office during an exciting period of change. The successful candidate will provide comprehensive support to the Deputy Director General, ensuring the efficient management of schedules, correspondence, and meeting actions.
Executive Assistance:
Meeting & Event Coordination:
Secretariat duties for EMBL-EBI Senior Management Team meetings Oversee EMBL-EBI Distinguished Lecturer Seminar series Assist in planning and organising EMBL-EBI meetings, events, and reviews Support EMBL-EBI and EMBL event and meeting participation, including high-profile VIP visits. Coordinate closely with various EMBL offices to ensure seamless operations. Take and follow up on minutes for meetings involving the Deputy Director General.Travel Management:
Plan and coordinate complex travel arrangements, including flights, accommodation, transfers and detailed itineraries. Process and manage expenses, ensuring timely reimbursement.Directors’ Office Management:
Supervisory responsibility for Directors' Office PA and Team Admin, including performance reviews, annual assessments Provide coverage for colleagues in the Directors' Office.Closing date: 2 August 2024
Contract duration: 3 years (renewable upto 9 years)
Grading: Grade 6 (Monthly salary starting at £3,456 after tax) + Other paid benefits and allowances based on circumstances
Reference number: EBI02275
Related
You have
The role requires flexibility to adapt to evolving priorities and the ability to maintain high standards in a dynamic environment.
Degree level or equivalent professional experience A proven track record of relevant executive/ director-level support in a large organisation or C suite management Good knowledge of Windows, MS Office, email and web applications Excellent spoken and written English Excellent rapport and communication skills Persuasive interpersonal skills and the ability to build and maintain constructive relationships with internal and external stakeholders Experience in dealing with an international staff and an awareness and understanding of cultural differences Flexibility to respond to changing priorities, often at very short notice Self-motivation and resilience Ability to proactively seek solutions to scheduling conflicts Excellent organisational skills, managing a variety of tasks simultaneously Experience in managing/supervisory responsibility for colleagues Tact, diplomacy and discretion in handling sensitive or highly confidential material appropriately Ability to work both independently with minimum supervision and as part of a wider support team, to tight or shifting deadlines Willingness to get involved in other project work as necessary This role is supporting a senior Director and international scientist with a varied and busy schedule therefore there may be occasions to pick up work outside normal business hours Ability to travel to other locations if required
You might also have
Experience of working in an academic, scientific and/or international environment Knowledge of other European languages, such as German, French, Italian or Spanish An interest in scientific and academic work-
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