Pa to The Head of Unit

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 90 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). Together with a highly integrated team of 3 administrative officers, you will offer administrative support services to the Head of Unit and staff in the EMBL Rome Unit with responsibilities that cover the following functions in consultation with the respective departments in EMBL-Heidelberg. Work requires independent judgment and initiative on assignments that are time sensitive in nature. You will report to the Head of the Unit.
**Your role**
**PA to the Head of Unit**:

- Manages the Head of Unit complex diary and coordinates the schedule with other key staff, ensures that all necessary information/documentation is compiled, indexed, researched (as requested) and provided well in advance of
- Supports the Head of Unit through organizing travel, travel reimbursements, handling correspondence, committee work, meetings and
- Ensures that all matters passing through the Head of Unit office are given the appropriate degree of priority and confidentiality.
- Acts as minute secretary for internal meetings as necessary.
Finance:

- Reconciliations of the EMBL Rome Unit Credit Card;
- Management of the EMBL Rome Bank Account, (reconciliation, bank transfers, cheques), Petty cash (control / reconciliation).
Unit Administration:

- Organize travel, and travel reimbursements for all staff members (control cost allocation for local travel invoices, online trip management).
- Organize meetings (scheduling, minute taking, book keeping, AV coordination/registration, preparation of materials for dissemination), seminars (travel arrangements for speakers, agenda, social activities, including Unit seminars and cross-Unit/site seminars) courses and conferences organized by EMBL Rome. Coordinate PhD students visits and PhD student selections organized by EMBL
- Assist Human Resources organizing Unit staff selection (logistics, social activities).
- Assist administrative team on their duties (deputy for liaisons officer and procurement officer).
- Take over administrative tasks during absences to ensure business continuity.
**You have**
The postholder is expected to work with a high degree of autonomy and to pro-actively handle all of the tasks. Advanced English and good working knowledge of Italian are required. Proficiency in word processing, office programs, accounting programs, database management. Excellent interpersonal and communication skills and the ability both to successfully work in a small team and to drive projects independently. Experience and a working knowledge in the aforementioned administrative duties in an international environment. Demonstrated ability to work successfully under strict confidentiality
**You might also have**
Online and in-person events organisation experience will be considered an asset, as well as previous experience in a scientific or academic environment.
**Why join us**
We are a small, friendly, international environment with an informal culture. We offer attractive conditions and benefits appropriate to an international research organization:

- **Financial incentives**: Monthly family, child and non-resident allowances, annual salary review, pension scheme including 17% employer contribution, death benefit, long-term care, accident-at-work and unemployment insurances
- **Flexible working arrangements**:

- **Private medical insurance** for you and your immediate family (including all prescriptions and generous dental & optical cover)
- **Generous time off**: 30 days annual leave per year, in addition to national & Rome bank holidays
- **Relocation package** including installation grant (if applicable)
**What else you need to know**
- **Contract duration**: This position is a 3 year contract, renewable to a maximum of 9 years.
- **Job location**: This role is based in Monterotondo, near Rome, Italy. You will be required to relocate in the Rome area and you will receive a generous relocation package to support you.