Executive Assistant CSBD

The MPI-CBG is looking for a Executive Assistant to provide support in the Center for Systems Biology Dresden (CSBD).

Application deadline  1 February 2023

We are looking for an organized, personable, flexible, and communicative person with a passion for the work in a leading research institution with high standards. As a successful candidate, you will provide comprehensive assistance to a homebase at the Center for Systems Biology Dresden (CSBD), supporting a Professor on the Faculty of Computer Science at the Technische Universität Dresden (TUD) and Senior Research Group Leader of the Max Planck Institute of Molecular Cell Biology and Genetics (MPI-CBG), as well as associated junior group leaders. You ensure efficient administrative workflows and serve as a professional, efficient, and courteous first contact, often requiring a high level of tactfulness and diplomacy.

The CSBD is a world-leading research center in theoretical and computational approaches to living systems. It is a joint center between the Max Planck Society (MPG) and TUD with an international staff from more than 50 nations around the world. The MPG is a leading science and research organization in Germany, and TUD is one of Germany’s 11 universities of excellence. Centered around the scientific question “how do cells form tissues?” the research program at the CSBD brings together computer scientists, theoretical physicists, mathematicians, and engineers with biologists and medical researchers to create a vibrant, interdisciplinary working environment.  The institute is well known for its flat organizational structure, collegiality, shared resources, equal opportunities, and support for families.

Main Responsibilities

  • Organize and prioritize meetings, maintain an orderly calendar
  • Handle incoming written correspondence and telephone calls, primarily in English
  • Prioritize messages for action, draft and proofread responses, preserving confidentiality
  • Handle goods and equipment orders; Prepare and route invoices and financial transactions for further processing
  • Assist with third-party funding and internal financial reporting
  • Plan national and international business trips, including itineraries, bookings, reimbursements, and all associated logistics
  • Support with teaching, research, and administrative academic matters in collaboration with central university administration
  • Maintain office assignments, supplies, filing systems, and equipment; arrange for repairs or replacements as needed
  • Event planning and coordination (e.g. guest researchers, collaborator visits, conferences, courses, meetings, seminars, summer schools, alumni events)
  • Prepare agendas and papers, take and circulate high-quality meeting minutes, and follow up on action points as instructed
  • Assist with personnel matters (including support preparing job advertisements, initial contracts and extensions, onboarding and offboarding)
  • Maintain websites
  • Engage with fellow executive assistants regarding workload sharing, network and quality improvement, continued personal development in relevant areas

Due to the dual affiliation of the CSBD with both the TUD and the MPI-CBG, these responsibilities are fulfilled in collaboration with the administrative units of both MPI-CBG and TUD, as appropriate. Familiarity with both organizations and their administrative and budgetary rules and procedures is therefore essential.

Essential Qualifications

  • Education as a bilingual secretary (English/German) or comparable
  • At least 2 years’ experience working in a comparable environment
  • Excellent interpersonal skills and diplomacy. Keen focus on customer service
  • Excellent written and spoken German and English (B2 or higher)
  • Intercultural competence and organizational talent
  • Good time management skills, proactive and structured work style. Strong ability to multitask and prioritise a diverse and changing workload
  • Creativity, optimism, and motivation in problem solving
  • Highly competent in standard software packages, especially MS Office (Word, Excel, PowerPoint, Outlook)

Desirable Qualifications

  • Knowledge of the TUD administrative processes and, ideally, a personal network in TUD’s central administration
  • Familiarity with SAP/ERP/KOPRA
  • Familiarity with webCMS and the rules for barrier-free web pages
  • Understanding of budgetary matters and third-party research funding schemes
  • Understanding of public-sector (both state and federal) employment laws and rules
  • Acquaintance with the relevant higher education laws, structures, and regulations

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.
  • 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.

The Max Planck Society is committed to employing more handicapped people. Applications of handicapped people are strongly encouraged. The Max Planck Society strives for gender and diversity equality. We welcome applications from all backgrounds.

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 1 February 2023 via our online application system stating 2022-ExecutiveAssistant-2270 via:

Max Planck Institute of Molecular Cell Biology and Genetics
Pfotenhauerstr. 108
01307 Dresden, Germany