Position Summary / Context The International Relations Unit at EMBL plays a central role in managing high-level diplomatic engagement, strategic partnerships, and intergovernmental coordination. As the Chief of International Relations' Personal Assistant (PA), you will operate at the heart of a fast-paced, high-profile environment, requiring impeccable organizational skills, discretion, and the ability to manage competing demands with professionalism and tact. The PA will provide comprehensive administrative and executive support to the Chief of International Relations. Duties and Responsibilities Executive Support & Calendar Management Manage a complex and dynamic calendar, ensuring optimal scheduling and strategic prioritization of meetings and engagements. Coordinate appointments across multiple time zones with internal and external stakeholders, including high-level officials and partner organizations. Communication & Liaison Manage high-level correspondence with professionalism, clarity, and discretion. Maintaining courteous and efficient communication with senior officials and internal colleagues. Liaise with internal departments and across EMBL sites to support coordinated efforts. Travel & Logistics Organize complex international and domestic travel itineraries, including transport, accommodations, and coordinate the submission of relevant briefing materials. Prepare travel-related expense reports in accordance with organizational policies and procedures. Administrative & Budgetary Oversight Support budget tracking and expenditure forecasting as requested. Maintain accurate and confidential records, databases, and filing systems (physical and digital). Monitor office procurement needs and liaise with relevant departments for purchases and payments. Accurately take minutes, track follow-up actions, and ensure timely distribution of documents. You have Relevant training and work experience in general administrative services, ideally in an international environment. In addition to excellent organisational skills, you should have the ability to work under pressure to fixed deadlines if required. Strong interpersonal and communication skills, the ability to work independently as well as in a service orientated team are essential. Proven expertise with standard software packages, databases and internet-based applications are required (Google Suite and MS Office) You may also have Experience using Workday would be beneficial A knowledge of German, French or Spanish would be an advantage. Fluency in English, written and oral, will be essential Contract length: 3 Years Salary: Why join us EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation. We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy. Enjoy lots of benefits: Financial incentives: Salary free of income tax, monthly family and child allowances, annual salary review, pension scheme, 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 public holidays Campus life: Free shuttle bus (select sites), on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely) Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances For detailed information please visit our employee benefits page here What else you need to know EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here. Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ & individuals from all nationalities. How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date. Closing Date 27/05/2025