The successful candidate will provide comprehensive support to the Chief Operating Officer (COO) and Head of Administration to effectively manage time and monitor workflow. Fulfilling an important role at the intersection between scientists and administration, you will provide a courteous first point of contact, with a high degree of professionalism and tact. You will also provide dedicated support to our scientific Service & Facility leaders on a range of topics, such as travel and event planning. Another area of engagement is to provide support and continuity in the area of Technology Transfer and interactions with the Max Planck Society headquarters. The job will benefit from someone with a service-oriented mentality, attention to detail, and excellent communication skills.

Main Responsibilities

• organize administrative tasks for the COO and Service & Facility leaders, focusing on scheduling, communication, events, and travel
• prioritize messages for action, draft and proofread responses in German and English, preserving necessary confidentiality
• plan national and international business trips, including itineraries, bookings, and associated logistics
• prepare content for Material Transfer Agreements (MTAs) according to standard protocols
• act as a point of contact and support for the community of scientific core facility staff
• event planning and coordination (e.g., collaborator visits, periodic meetings, seminars, retreats and visits of dignitaries)
• prepare agendas and papers, take high-quality meeting minutes, and follow up on action points as instructed
• engage with fellow executive assistants regarding work matters, quality improvement, and continued personal development

Essential Qualifications

• professional training/education as a foreign language assistant, office administrator, events manager or similar
• excellent written and spoken German and English (ideally on the level of B2 or higher)
• intercultural competence and organizational talent
• good time management skills, proactive and structured work style. Ability to multitask and prioritize a diverse and changing workload

Desirable Qualifications

• experience working in a comparable environment
• experience in developing internal processes and filing systems
• excellent interpersonal skills and customer-service orientation
• familiarity with standard administrative software (e.g. Microsoft Office suite)
• creativity, optimism, and motivation in problem solving

What we offer

• a varied and interesting job in a modern, scientific, and international environment.
• remuneration based on qualifications, activities, and experience in accordance with TVöD Bund, up to EG8
• detailed training
• social benefits of the public service (company pension scheme (VBL), annual special payment, subsidy for VVO job ticket, group accident insurance)
• opportunities for regular professional exchange and individual training and personal development
• active measures to promote company health management and work-life balance
• possibility for home office and mobile work upon agreement

The initial contract is for 2 years with the expectation of prolongation contingent on the agreement of both parties.

Initial questions about the position can be addressed to Brian von Rueden, Head of Human Resources, via hr@mpi-cbg.de.

Please submit your complete application by 03.05.2024 via our online application system stating 2024-ExecutiveAssistant-COO-6000 via: https://recruitingapp-2443.umantis.com/Vacancies/582/Application/CheckLogin/2?lang=eng.

Max Planck Institute of Molecular Cell Biology and Genetics
Pfotenhauerstr. 108
01307 Dresden, Germany
http://www.mpi-cbg.de

• The Max Planck Society strives for gender equality and diversity. We welcome applications from all backgrounds, regardless of gender, nationality, ethnicity, sexual orientation, religion, age, and other components of identity.
• The Max Planck Society specifically aims to increase the proportion of women in the areas in which they are underrepresented. We therefore explicitly invite women to apply.
• The Max Planck Society is further committed to increasing the number of individuals with disabilities in its workforce and therefore encourages applications from such qualified individuals.
• The Max Planck Society supports the compatibility of family and career and is certified according to the "berufundfamilie" (“job and family”) audit.
• When you submit a job application to MPI-CBG, you are transmitting personal data. Please refer to our privacy notice for information on how we collect and process personal data in accordance with Art. 13 of the Datenschutz-Grundverordnung. By submitting your application you confirm that you have taken note of the information in our privacy notice.

• Lebenslauf
• Ausgefüllten Fragebogen (oben rechts "Fragebogen für ein Schulpraktikum")
• Letzten 2 Zeugnisse
• Sofern vorhanden: Zertifikate über zusätzliche Qualifikationen, Kurse, Praktika oder besondere schulische Leistungen.

Bitte habe Verständnis, dass wir nur vollständige Bewerbungen berücksichtigen können. Aus praktischen Gründen bevorzugen wir Bewerbungen aus dem näheren Umkreis. Es handelt sich bei dieser Ausschreibung um ein Praktikum ausschließlich für Schüler und Schülerinnen, die die Oberstufe oder gymnasiale Oberstufe aktiv besuchen.

(Achtung! Bist du interessiert an einem Studentenpraktikum, wende dich bitte an das IMPRS Programm https://www.mpi-cbg.de/de/karriere/opportunities-programs/doktorandenprogramm.

Attention! This announcement is an internship exclusively for students who are still attending school! If you are interested in a student internship, please use our IMPRS program (https://www.mpi-cbg.de/de/karriere/opportunities-programs/doktorandenprogramm).)

Unsere Bewerbungsplattform wird nur vom 01. August bis zum 31.August und vom 2. Januar bis 1. Februar eines jeden Jahres freigeschaltet. In dieser Zeit kannst Du dich bei uns online bewerben.

Bewirb dich unter folgenden Link: https://recruitingapp-2443.umantis.com/Vacancies/579/Application/CheckLogin/1?lang=ger.

Wir bemühen uns um eine Rückantwort innerhalb von 4 Wochen nach Ablauf der Einsendefrist.

Hast du noch Fragen, dann schreibe uns: Praktikumsanfrage@mpi-cbg.de. Bitte an diese Adresse KEINE Bewerbungsunterlagen schicken!

You are invited to visit http://www.csbdresden.de/join-us/as-a-postdoc/ for detailed information about the program and the application procedure.

Please send all inquiries regarding the ELBE Postdoctoral Fellows Program to the ELBE Program Office: elbeprogram[at]pks.mpg.de

You are invited to visit www.imprs-celldevosys.de for detailed information on the participating research groups, eligibility requirements and the application procedure.

Please send all inquiries regarding PhD positions to phdmpi-cbg.de.