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As German Research Center for Environmental Health, Helmholtz Zentrum München pursues the goal of developing personalized medical approaches for the prevention and therapy of major common diseases such as diabetes mellitus, allergies and lung diseases. To achieve this, it investigates the interaction of genetics, environmental factors and lifestyle.

Germany’s largest research organization, the Helmholtz Association, launches Helmholtz AI: This dedicated, interdisciplinary platform will compile, develop, foster and promote applied artificial intelligence (AI) methods nationwide for all Helmholtz centers in collaboration with its external and university partners. Its central unit is currently being implemented in Munich, one of Germany's major hubs for applied AI, at the Helmholtz Center Munich.

For the establishment, coordination and implementation at our center we are inviting applications for two

Executive assistants for Helmholtz AI (f/m/d) 2019/0322

Job Description

The overall purpose of this job is to provide high-quality executive assistance to the Management and Scientific Leadership of Helmholtz AI, to ensure the efficient handling of daily administrative matters, and to serve as a point of reference. You will join a growing unit in a dynamic environment. This role is crucial to the smooth running of Helmholtz AI and for nurturing the open and international culture that we have established.

You will

  • act as the first point of contact for staff and members of Helmholtz AI along with people based outside the Helmholtz Center Munich and visitors
  • organise the office independently and execute general secretarial tasks, e.g. dealing efficiently with communications and correspondence, diary and travel management as well as processing and managing expenditure
  • use your own initiative to independently prioritise and manage complex tasks, appointments and diary arrangements
  • deal independently and confidently with unforeseen, last-minute and urgent changes
  • compose correspondence, such as invitations and informative material
  • create document, spreadsheet and presentation templates
  • arrange, support and minute high-level board and committee meetings
  • adhere to existing, adapt and define new standard operating procedures
  • develop and maintain our filing system
  • arrange and support workshops and visits by external and international guests and delegations, as well as supporting conference organisation
  • set up interviews and videoconferences, as well as arranging recruitment events, follow-up and helping with on-boarding of new staff
  • support the regular oversight, forecasting and control of budgets and regular reporting
  • assume responsibility for maintaining the online records of employees’ working hours
  • support, organise and maintain a range of own projects including seminars, symposia, public engagement activities, including website and social media, and other projects
  • liaise and coordinate with colleagues providing administrative support to the Institute of Computational Biology at the Helmholtz Center Munich to ensure that consistent processes are followed and work efficiently with staff from the Helmholtz Center Munich
  • work in and nurture our friendly, cooperative environment where everyone’s contribution is valued

You have

  • training as a multilingual assistant, university education to bachelor level or a similarly qualifying training
  • work experience in a similarly demanding role
  • a service-minded and proactive approach
  • exceptional organisational, prioritisation and time-management skills
  • excellent communication and interpersonal skills
  • a professional and reliable work style
  • experience in project management as well as basic budgeting, controlling and reporting
  • experience in event management, i.e. formats such as scientific talks, recruiting days, “hackathons” or conferences
  • experience in communication with international scientists/guests on all levels of seniority would be a plus
  • experience in a new and fast-growing institution or company would be an advantage
  • very good working knowledge of MS-Office applications
  • excellent spoken and written English and German, in formal documents, letters, emails and other communications

We offer you

  • a challenging and varied field of work and the freedom to develop new ideas 
  • the opportunity to get things moving
  • extensive and goal-orientated professional development measures
  • a good work/life balance for which we offer assistance in the shape of:
    • flexible working hours
    • in-house health management
    • a nursery directly at the campus
    • "Elder Care" concept as well as other consultation and support options

Having been awarded the "Total E-Quality" seal we endorse a system of equal opportunities. Applications from women are especially welcome. Severely disabled candidates are given preference if they are of equal merit concerning the position in question.

Remuneration and benefits are in accordance with the collective agreement for the public service (TV EntgO Bund).

Both positions are full-time and (initially) limited until 31.12.2022.

Curious? If you have further questions, simply contact  Meike-Jana Kalb on +49 89 31873996, who will be happy to be of assistance.

We are looking forward to receiving your comprehensive online application.

Meike-Jana Kalb

Helmholtz Zentrum München
Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH)
Helmholtz AI
Ingolstädter Landstr. 1

85764 Neuherberg near Munich

The Helmholtz Zentrum München is part of the Helmholtz Association, Germany's largest scientific organization. Altogether 40 000 people currently work in its 19 scientific-technical and biological-medical research centers. The Association's annual budget amounts to around 4.7 billion Euros.