Grant Office Administrator - Remote/On-site

nan; Wien; Remote; EUR 30,000 - 36,000; Full time

Benefits offered by this job

Education & training

Cafeteria

Childcare

Free shuttle bus

Pension insurance

Job summary

ISTA is recruiting for an administrative role in the Grant Office near Vienna. The position offers full-time hours (40 h/week) with the possibility of home office.

The monthly gross salary starts at €3,000, with a strong emphasis on organized, service-oriented support in an international research setting. Your responsibilities include providing administrative support, coordinating travel, maintaining documentation, and assisting with onboarding and offboarding activities within the Grant Office.

Qualifications

• Completed commercial training or comparable qualification.
• Work experience in an administrative or (team) assistant role, ideally in an international research/academic environment.
• Excellent written and interpersonal communication skills in English, German is an advantage.
• Profound working knowledge of MS Office and openness to learning new tools and systems.
• A proactive, service-oriented mindset and enjoyment of working and supporting within a team.
• Strong organizational skills, attention to detail, and a structured, solution-focused approach.

Responsibilities

• Provide administrative and organizational support across the Grant Office team, helping ensure smooth day-to-day operations
• Organize travel arrangements, catering, office supplies, and other administrative services
• Maintain contact lists, shared mailboxes, calendars, and internal documentation
• Support onboarding and offboarding activities within the Grant Office
• Prepare standard reports, templates, administrative documents i.e. timesheet coordination
• Assist with filing, archiving, and document management activities

Skills

English proficiency

German (advantage)

MS Office

Organizational skills

Communication skills

Education

Commercial training or equivalent qualification

Tools

MS Office

Job description

ISTA is recruiting for an administrative role in the Grant Office near Vienna. The position offers full-time hours (40 h/week) with the possibility of home office.

The monthly gross salary starts at €3,000, with a strong emphasis on organized, service-oriented support in an international research setting. Your responsibilities include providing administrative support, coordinating travel, maintaining documentation, and assisting with onboarding and offboarding activities within the Grant Office.