Administrative Assistant (f/m/d)

Helmholtz-Zentrum Berlin für Materialien und Energie GmbH (HZB); Berlin; On-site; EUR 42,000 - 54,000; Full time

Benefits offered by this job

Flexitime

Remote work option

30 days annual leave

Company pension scheme

Training & development

Public transport subsidy

Employee discounts

Work-life advisory services

Climate-neutral mission

Job summary

Helmholtz-Zentrum Berlin (HZB) invites applications for an Administrative Assistant (f/m/d) to support research teams on the Wannsee-Campus. You will handle a wide range of administrative duties, coordinate schedules, assist HR and purchasing, and manage travel and correspondence in a bilingual German/English environment.

The role requires vocational training in administration or a related field, plus experience in office management.

Qualifications

• Completed vocational training in administration, office management, or office communication, or a comparable qualification.
• Some professional experience in assistance, administration, secretarial work, or office management.
• Very good German and English language skills (C1 level).
• Confident use of common office software, particularly MS Office.
• Independent, structured and reliable approach, with good organisational skills.

Responsibilities

• Independently handle administrative tasks, documentation, and day-to-day office operations.
• Provide organisational and administrative support to employees, professors, and management, including scheduling and workflow coordination.
• Assist with HR administration, purchasing, and inventory management.
• Coordinate business travel and expense reports for professors.
• Manage correspondence, emails, and incoming and outgoing mail, and communicate with internal and external partners.
• Welcome guests and collaboration partners and provide organisational support for internal events and seminars.

Skills

German language (C1)

English language (C1)

Communication skills

Organisational skills

Office software

HR administration basics

Education

Vocational training in administration or office management

Tools

MS Office

Job description

Administrative Assistant (f/m/d)

Reference No.: QM 2026/6

Would you like to use your organisational and communication skills to contribute to exciting scientific research projects while working in a welcoming, international environment? At Helmholtz-Zentrum Berlin (HZB), we conduct research into materials and technologies for a sustainable future, with a particular focus on renewable energy, energy storage and advanced materials. Contributing to this mission, our Institute for Quantum Phenomena in Novel Materials and Department of Theory of Novel Quantum Materials conduct internationally leading experimental and theoretical research to deepen our understanding of quantum phenomena in materials. We are looking for a dedicated Team Assistant to support our research teams at the Wannsee-Campus. With your organisational skills, strong communication abilities and excellent command of German and English, you will help coordinate a wide range of administrative processes and serve as an important link between research and administration.

Your Tasks

• Independently handle administrative tasks, documentation, and day-to-day office operations
• Provide organisational and administrative support to employees, professors, and management, including scheduling and workflow coordination
• Assist with HR administration, purchasing, and inventory management
• Coordinate business travel and expense reports for professors
• Manage correspondence, emails, and incoming and outgoing mail, and communicate with internal and external partners
• Welcome guests and collaboration partners and provide organisational support for internal events and seminars

All tasks are carried out in both German and English.

Your Profile

• Completed vocational training in administration, office management, or office communication, or a comparable qualification
• Some professional experience in assistance, administration, secretarial work, or office management
• Confident use of common office software, particularly MS Office
• Basic knowledge of accounting and HR administration
• Independent, structured, and reliable approach to work, combined with good organisational skills
• Good communication skills and enjoyment of working in an international, interdisciplinary team
• Openness to new tasks and willingness to familiarise yourself with different areas of administrative work
• Very good German and English language skills (C1 level)

Your Benefits

As an employer, your well-being and a good balance between work and private life are important to us. That’s why we offer you a wide range of benefits:

• Flexitime, the option to work remotely
• 30 days of annual leave and attractive compensation in accordance with the German public sector pay scale (TVöD Bund)
• Company pension scheme
• Regular in-house training as well as opportunities for external professional development
• Subsidy for the public transport “Deutschlandticket Job” and exclusive employee discounts
• Advisory services on family and career matters through our Office for Work & Life
• And the opportunity to work together with colleagues to contribute to a climate-neutral future.

Fixed term contract for 24 months, with a working week of 39 hours. The position is initially limited to two years, with the possibility of permanent employment thereafter. The salary is based on the Collective Agreement for the German Public Service (TVöD-Bund).

We very much want our workplace to be diverse, and welcome applications from people with different backgrounds. It is our mission to promote equal opportunities and to improve women’s representation in the workforce. We are therefore very interested in receiving applications from women. Where the qualifications are met, we will give preference to people with disabilities.

Climate change poses serious challenges to the whole world. At Helmholtz-Zentrum Berlin, we are researching materials for a climate-neutral future.1400 employees from all over the world are working together at HZB towards this goal. Join us, and help us achieve it! Learn more about HZB on our website .

CONTACT

Prof Bella Lake