Administrative Assistant EP-AGS-SELD
Administrative Assistant EP-AGS-SELD
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Job Description
Introduction
Join the secretariat of the Experimental Physics Department (EP) within the AGS group and provide seamless service to the many scientists from all over the world. CERN take part!
The Experimental Physics Departments secretariat support section is responsible for providing administrative and secretarial assistance to the Department its Experiments and Groups. Our services include general office duties in accordance with the Organizations administrative procedures including other special contributions such as the participation in events organization.
You will join a multicultural team with a wide range of skills and expertise providing services to the collaborators of scientific communities of one of the largest LHC experiments. You will also ensure that the flow of information inside and outside your direct working environment is of highest standard. You will have the opportunity to broaden your knowledge in new areas and discover domains where excellence is the key driving factor. Specific training is available as well as support for professional development to foster your skills and develop your talents.
Functions
As Administrative Assistant in the secretariat support section you will join a team of assistants and contribute to the daily management the daily management of the secretariat office with a special emphasis on information communication and organizational services.
In this role you will:
- Act as firstline support concerning the visiting physicists queries liaising with relevant services inside and outside CERN.
- Provide administrative and secretarial services associated with scheduling and coordinating meetings and events.
- Assist in the preparation and followup of documentation and correspondence including their publication and circulation.
- Contribute to updating the databases and the websites of CERN and the Experiment(s) in collaboration with the CERN Users Office and collaborating Institutes.
- Provide administrative support for the followup of financial matters related to orders and payments of various kinds.
- Maintain physical and electronic documents web pages shared files and records to provide uptodate information.
- Ensure that CERNs various rules and procedures are respected and correctly applied in different situations.
- Replace other assistants during their absences.
Qualifications :
Technical certificate or general secondary education or equivalent relevant experience in the field of General Administration or a related field.
Experience:
- Demonstrated experience in an administrative service or secretariat in an international environment.
- Experience in customer service or frontline support.
- Proven ability to organize and coordinate meetings and events.
- Familiarity with maintaining and updating websites or databases.
- Flexibility and teamwork.
Technical competencies:
- Secretarial work.
- Archiving and records management: scientific information and document management.
- Use of office software packages: MS Office.
- Customer service: experience with coordinating meetings and events is considered a strong plus.
- Use of a web content management system such as WordPress or similar is an advantage.
Behavioural competencies:
- Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
- Communicating effectively: demonstrating a proactive approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
- Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
- Demonstrating accountability: presenting information accurately and objectively; working conscientiously and reliably; delivering on promises; maintaining confidentiality;
- Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
Language skills:
Spoken and written English with a commitment to learn French.
Additional Information :
Eligibility and closing date:
Diversity has been an integral part of CERNs 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 29.05.2025 at 23:59 CEST.
Employment Conditions
Contract type: Limited duration contract 2 years). Subject to certain conditions holders of limitedduration contracts may apply for an indefinite position.
Working Hours: 40 hours per week
Job grade: 34
Job reference: EPAGSSE202587LD
Benchmark Job Title: Personal/Team Assistant
Remote Work :
No
Employment Type :
Contract
Employment Type
Contract
