Research Administrative Assistant

Position Overview

We are seeking a highly organized proactive and detail-oriented Administrative Assistant to provide dedicated administrative and operational support.

This position sits at the operational core of BIIEs research activities. It supports the Director of Research Operations the Project Director of the ImmunoGlobe Initiative as well as the wider Scientific Facility. While the role is primarily administrative in nature the successful candidate will be working at the interface of science and operations. No scientific background is required but intellectual curiosity and an affinity for working in a research setting are a strong plus.

Administrative and Project Support

• Draft proofread and format correspondence meeting materials and presentations on behalf of the directors.
• Maintain organized digital filing systems and shared document repositories for projects across the initiatives.
• Liaise with internal teams (Finance HR Communications) and external partners as instructed.

Calendar and Schedule Management

• Manage complex dynamic calendars including scheduling across multiple time zones and with international collaborators.
• Coordinate internal and external meetings including preparation and follow-up of agendas and action items.

Travel Event and Expense Management

• Arrange domestic and international travel for the directors and members of their research teams including flights accommodation ground transport and visa requirements.
• Organize internal seminars/events from conceptualization to execution.
• Process and track expense reports and reimbursements in line with institutional policies.

Office and Facility Management

• Coordinate room bookings across BIIEs facilities.
• Support the ordering of office supplies coffee and general consumables working in close coordination with the lab managers and other stakeholders.
• Collaborate closely with BIIEs other assistants and the broader admin team to ensure smooth day-to-day operations and consistent support across the institute.

• A commercial apprenticeship (kaufmännisches EFZ) or a degree from a business school (HWZ HF FH or equivalent) is required.
• A minimum of 24 years of professional experience in a team assistant office management or similar role ideally in a research environment.
• Outstanding organizational skills with a structured methodical approach to managing competing priorities.
• Fast thinker with the ability to anticipate needs act on initiative and make sound judgements under time pressure.
• Excellent written and verbal communication skills in both German and English (mandatory).
• Proficiency with Microsoft Office Suite (Outlook Word Excel PowerPoint) Google Workspace and basic knowledge in deploying AI tools (e.g. ChatGPT Claude).
• Discretion and professionalism when handling sensitive or confidential information.

• A varied and meaningful role at the operational heart of cutting-edge immune engineering research.
• A collaborative international team environment at a growing institute in Basel.
• Competitive compensation and benefits package.
• Flexible working arrangement (80100%) with an immediate start.
• Real potential for long-term engagement as BIIE continues to grow.

We look forward to receiving your application.