Administrative Assistant (IT-RM-ASLD)

Introduction:

Are you a organised proactive and flexible Administrative Assistant with a cooperative spirit and good software packages skills Are you interested to collaborate on a range of administrative topics at the Department level and to assist the colleagues in a dynamic IT Department

As an Administrative Assistant in the IT Secretariat Team you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information communication and organisational services. You will also assist the Space Manager in overseeing office refurbishment project.

Functions:

• Using digital tools efficiently and exploring ways to simplify automate or improve administrative tasks (including through AI-assisted tools where appropriate).
• Handling day-to-day personnel and administrative requests (arrival departure missions travel arrangements expense claims and reimbursements) using CERN tools and systems.
• Supporting the application of CERN administrative and personnel rules and procedures and learning to navigate the CERN regulatory framework with guidance from the team.
• Acting as a first point of contact for routine administrative queries knowing when and how to escalate more complex cases.
• Taking ownership of small coordination tasks or mini-projects (e.g. office moves or refurbishment activities) with support from the team.
• Collaborating with internal services and colleagues across CERN to support smooth administrative processes.
• Contributing to IT onboarding and induction activities including preparing material and helping deliver presentations for newcomers.
• Maintaining and updating digital information (shared files web pages tables and records) ensuring information is accurate and easy to access. 

Qualifications :

Technical certificate or general secondary education or equivalent relevant experience in the field of Administration or a related field.

Experience:

• Early career profile in an administrative role.
• Interest in administrative and personnel processes with the ability and willingness to learn and apply rules and procedures with guidance.
• At ease with digital tools and modern office software (e.g. Microsoft 365) and curious to explore new tools and ways of working.
• Interest in using technology including AI-assisted tools to improve efficiency and simplify everyday tasks.
• Organised proactive and able to work autonomously on well-defined activities while knowing when to ask for support.
• Comfortable working in an international and multicultural environment.
• Knowledge of personnel and administrative databases and associated tools would be an advantage.
• First experience in coordinating small operational activities or logistical projects (e.g. office moves refurbishments) would be an advantage.

Technical competencies:

• Knowledge of administrative rules and procedures.
• Customer service.
• Use of office software packages.
• Organisation planning and control.

Behavioural competencies:

• Achieving Results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
• Building Relationships: showing courtesy and consideration in dealings with others.
• Working in Teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
• Communicating Effectively: ensuring that information procedures and decisions are appropriately documented.
• Demonstrating Flexibility: being able to demonstrate flexibility whilst abiding by all applicable rules.

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 09.01.2026 at 23:59 CET. 

Employment Conditions:

Contract type: Limited duration contract (2 years). Subject to certain conditions holders of limited-duration contracts may apply for an indefinite position.

Working Hours: 40 hours per week

Job Flexibility: Hybrid

This position involves:

• Work during nights Sundays and official holidays when required by the needs of the Organization.

Job grade: 3-4

Job reference: IT-RM-ASLD

Field of work: Support Services (Finance HR Legal Procurement)

Benchmark Job Title: Personal/Team Assistant

Global Benefits

• A competitive salary (tax free) increasing in line with your years of relevant experience.
• 30 days of paid leave per year plus 2 weeks annual closure.
• Coverage by CERNs comprehensive health insurance scheme (for yourself your spouse and children) and membership of the CERN Pension Fund.
• Family child and infant monthly allowances depending on your individual circumstances.
• A relocation package (installation grant removal travel expenses) depending on your individual circumstances.
• Possibility to extend your contract up to 8 years eligibility for indefinite contract tenure.

Overview of CERN - Discover a world where the impossible is made possible!

At CERN the European Organization for Nuclear Research we are pushing the frontiers of science and technology. Our groundbreaking work brings together not only physicists but also a diverse range of professionals from engineering technical scientific and administrative fields. Together we foster an environment where innovation and collaboration thrive.

Every day we face exciting new challenges and opportunities to contribute to cutting-edge research that shapes our understanding of the universe. We meet these challenges through the diverse perspectives within our teams ensuring every contribution is valued and driving our shared sense of inclusion and purpose. Diversity is a core value of CERN since its foundation and it remains central to our mission and continued success.

If you are ready to be part of a dynamic inclusive community pushing the boundaries of knowledge CERN is the place where your curiosity and skills can thrive. Be part of our mission to uncover what lies at the heart of the universe! TAKE PART!

More information about us here:

Remote Work :

No

Employment Type :

Contract