Personal / Team Assistant (BE-CEM-2021-34-LD)

Introduction

Great technology needs great people! Are you a self-motivated administrative assistant with strong organizational skills and customer-service oriented? Join the CEM group in the Beams (BE) department and provide a seamless administrative assistance service to the group and the group leader. CERN, take part!

The BE Department is at the heart of the CERN accelerator complex, it plays a key role in providing world class scientific instruments needed by the Physics community. The Controls Electronics and Mechatronics (CEM) group develops and maintains a centralised competence in controls hardware custom design, low-level software & infrastructure support, electronics development/production & radiation tolerance, mechatronics & robotics, test and measurement systems.

Functions

As Administrative Assistant in the Controls, Electronics & Mechatronics Group, you will participate in the daily management of a Group Secretariat with special emphasis on information, communication and organizational services.

By applying relevant CERN rules and procedures, you will:

• Welcome various categories of members of the personnel upon their arrival at CERN.
• Provide information and ensuring application of the Organization’s rules and procedures.
• Process information often of confidential nature in the form of e-mails, letters, procedures, presentations.
• Seek and receive official information, provide assistance for document drafting, edit, proof-read, follow-up, distribute, archive, update by using the appropriated tools.
• Provide personal assistance (management of the Group leader’s agenda and mailbox by providing a support for administrative matters and answering on his behalf, data collection and pre-analysis, minutes preparation, follow-up of actions, meetings organization).
• Organise official duty trips and events (conferences, workshops, etc.).
• Take care of the group website content management.
• Replace other assistants during their absences.

Higher administrative diploma or equivalent relevant experience in the field of administration or a related field.

Experience:

• Demonstrated experience in multi-tasking as first line administrative support for a large community of customers in a multicultural environment.
• Demonstrated experience in the interpretation of rules and procedures as well as in their application.
• Proven experience in using a diverse set of modern office computing tools and in maintaining and archiving data and documents.
• Proven experience as personal assistant.
• Demonstrated experience in proof reading of scientific papers.

Technical competencies:

• Event organisation and management.
• Knowledge of administrative rules and procedures.
• Text editing and proof-reading.
• Customer service.
• Use of office software packages: in particular, MS Office, web page editors and archiving tools.

Behavioural competencies:

• Demonstrating accountability: Working conscientiously and reliably; delivering on promises.
• Achieving results: Having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
• Communicating effectively: Providing others with timely information.
• Working in teams: Building and maintaining constructive and effective work relationships.

Language skills:

Spoken and written English and French: ability to understand and speak both languages in professional contexts as well as the ability to prepare / draft / proofread and / or accurately translate texts in both languages.

Eligibility and closing date:

Diversity has been an integral part of CERN’s mission since its foundation and is an established value of the Organization. Employing a diverse workforce is central to our success. We welcome applications from all Member States and Associate Member States.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 12 midday on 19th November 2021.

Employment Conditions

Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Job grade: 3-4

Job reference: BE-CEM-2021-34-LD

Benchmark Job Title: Personal/Team Assistant