Administrative Officer

Position Summary / Context

The European Molecular Biology Laboratory (EMBL) is a world-leading international life sciences research organization with its main laboratory situated in Heidelberg, Germany and five laboratories at other sites in Europe. In Italy, EMBL employs approximately 100 people involved in fundamental research and service activities in the area of epigenetics and neurobiology. EMBL shares the Monterotondo Campus with the Italian National Research Council (CNR) Institute for Biochemistry and Cell Biology (IBBC). We are seeking an Administrative Officer to join our team on a one-year temporary contract to cover an absence. Working as part of a collaborative team of three Administrative Officers, the successful candidate will report to the Head of Unit and the Head of Administration, providing reliable and effective administrative support across a varied range of activities.

Your role

Support to the Head of Unit:

Provide high-level administrative and organizational support to the Head of Unit, managing a complex diary and coordinating schedules with internal and external stakeholders. Plan and coordinate meetings and appointments, ensuring that relevant information, documentation and briefing materials are prepared and available in advance. Organize travel and process related travel expenses and reimbursements. Manage correspondence and follow up on actions and requests, ensuring that matters are handled according to their priority and with the appropriate level of confidentiality. Support committees and internal meetings, including preparing documentation, coordinating logistics and taking minutes when required.

Finance and General Administration:

Support the Unit's day-to-day financial administration, including reconciliation of the credit cards. Prepare and maintain financial and administrative documentation, forms, records and correspondence. Contribute to other administrative and finance-related activities as required.

Unit Administration:

Coordinate travel arrangements and travel reimbursements for staff, including monitoring appropriate cost allocation and processing local travel invoices. Organize meetings, seminars, courses and conferences, both online and in person. This may include scheduling, travel and accommodation arrangements, registration, preparation of materials, coordination of audiovisual requirements, minute taking and social activities. Coordinate administrative arrangements for scientific visitors, seminar speakers, PhD student visits. Support Human Resources with the organization and logistics of staff recruitment and selection activities. Work closely with the other Administrative Officers, providing support and back-up for areas such as liaison and procurement activities when required. Take on additional administrative responsibilities during colleagues' absences to ensure continuity of the Unit's activities. The role offers considerable variety, and priorities may change depending on the needs of the Unit. You will therefore need to be comfortable balancing planned activities with requests that require a timely response.

You have Advanced English and a good working knowledge of Italian, with the ability to communicate confidently and professionally in both languages. Relevant professional experience in administration, ideally gained in an international or multicultural working environment with colleagues and stakeholders from a wide range of cultural and professional backgrounds. Excellent organizational and time-management skills, with a demonstrated ability to priorities, manage multiple tasks and meet deadlines. The ability to work with a high degree of autonomy, taking initiative and proactively following tasks through to completion. Excellent interpersonal and communication skills and a collaborative approach to working as part of a small team. Confidence using standard office applications, including word processing, spreadsheets and database or records-management systems. A careful and accurate approach to administrative and financial processes and documentation. Sound judgement and discretion, with demonstrated ability to handle sensitive and confidential information appropriately. A flexible, service-oriented and solutions-focused approach, with the ability to adapt to changing priorities. You may also have Experience organizing online and in-person meetings, events, seminars or conferences. Previous experience providing administrative or personal-assistant support to senior management. Experience with basic financial administration, such as reconciliations, travel expenses, payments or purchasing processes. Experience supporting recruitment, procurement or other institutional administrative processes. Previous experience working in a scientific, research or academic environment.

Contract length:

1-year fixed term

Salary:
Grade4 or 5. Monthly salary starting from EUR 2.859,00