Grant Office Team Support

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

• Full Time (40 h/w)
• Klosterneuburg near Vienna, Austria / Home Office possible
• € 3,000* gross/month

Your Responsibilities

The Grant Office supports ISTA researchers in securing and managing competitive research funding from national and international funding organizations. As a central service unit, the team works closely with researchers and colleagues across the institute to ensure smooth and efficient grant-related processes. In this role, you will provide administrative and organizational support across the entire Grant Office. You will help keep processes running smoothly, support the Unit Head and Team Leads, and assist colleagues with a wide range of day-to-day activities. This position is ideal for someone who enjoys working in a service-oriented role, keeping things organized, and supporting a collaborative team in an international research environment.

• 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

Your Profile

• 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 (institute’s language), proficiency in 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
• Ability to manage multiple tasks and stay on top of priorities

ISTA is growing. Grow with us!

Institute of Science and Technology Austria (ISTA) is a constantly growing international institute for conducting world-class research in mathematics, computer science, life sciences & physical sciences. We strive to recruit passionate professionals from across the world over all fields who strive to support our goal of excellent research. Located within a beautiful campus on the outskirts of Vienna, we offer multiple opportunities for personal growth in a stable working environment.

ISTA promotes a diverse and inclusive working environment and is committed to the principle of equal employment opportunity for all applicants, free of discrimination. All employment decisions at ISTA are based on job requirements, qualifications, merit and organizational needs. We strongly encourage individuals from underrepresented groups to apply.

Your benefits

• Education & training
• Cafeteria
• Childcare
• Free shuttle bus
• Multiple health offers
• Pension insurance

• This position comes with possible overpayment depending on education, qualification and work experience. For more information on how ISTA processes your personal data, please refer to www.ista.ac.at/data-protection.

Your Contacts

Anna Walden

Recruiting&Employee Development Support

[phone]

[e-mail]