Administrative Assistant (f/m/div) for ELLIS, 100%

Max Planck Group; Stuttgart; On-site; EUR 42,000 - 64,000; Full time

Benefits offered by this job

Flexible working hours

Mobile working

Travel across Europe

Job summary

Max Planck Group in Stuttgart, Germany, seeks an Administrative Assistant (f/m/div) to support the ELLIS Chief of Staff and the team. You will manage databases, create presentations, coordinate meetings and events, and handle inquiries.

Fluent English and German (C1+), strong project management, and MS Office proficiency are required. The role offers flexible hours, mobile working, and opportunities to travel across Europe.

Qualifications

• Relevant commercial qualification or higher education is expected.
• Strong project management ability and capability to work on multiple projects.
• Proficiency with standard office software; willingness to learn new tools.
• Fluency in English and German (C1+) with excellent communication skills.
• Additional languages and research/HE experience are a plus.

Responsibilities

• Provide administrative support to the ELLIS Chief of Staff and team.
• Maintain databases and digital tools; create presentations.
• Support meeting and event planning.
• Handle inquiries from internal and external stakeholders.
• Assist with onboarding, purchasing, and scheduling.

Skills

Project management

Office software

Intercultural competence

Independent work

Communication skills

Education

Commercial vocational training or higher-level education

Tools

MS Office

Job description

Administrative Assistant (f/m/div) for ELLIS, 100%

Roles & Responsibilities

You will be responsible for the administrative support of the ELLIS Chief of Staff and the ELLIS team. The following tasks will be part of your daily work:

• Support with project management
• Maintaining our databases and digital tools
• Creating presentations
• Supporting the preparation of meetings and team events
• Handling internal and external inquiries
• Planning various events, from small workshops to large conferences
• Support the community and network, manage the members, and maintain the website
• Managing merchandise articles
• Collection and archiving of documents
• Administrative support of the ELLIS team including general office management, onboarding, purchasing, processing of correspondence, and scheduling
• Support for guests and visitors

Education & Experience

The ideal candidate will have

• A relevant qualification, e.g. commercial vocational training or higher-level education
• Strong project management skills and the ability to work independently or in a team on multiple projects simultaneously
• Proficiency with standard office software and willingness to learn new technologies
• Fluency in both English and German (C1 level or higher) and excellent communication skills
• Additional languages and previous experience in research and/or higher education are a plus.
• A friendly and confident attitude and intercultural competence
• Commitment to providing high-quality service and strong problem-solving skills
• Flexibility to adapt to changing priorities, deadlines, and needs
• Ability to represent ELLIS professionally

Our offer

You will be part of a motivated, international and diverse team supporting the research and communication activities of the ELLIS network. You will work in a dynamic and stimulating environment with flexible working hours, the possibility of mobile working and many other benefits. You will also have the opportunity to travel to other ELLIS units and partner institutions across Europe to support local events.

Salaries and contract will be based on qualifications and previous professional experience according to the Public Service Wage Agreement (TVöD Bund) guidelines. All social benefits of the public service apply. The position is initially limited to two years with the possibility of an extension.

Application

The position is available at the earliest convenience and will be open until filled. Preference will be given to applications received by November 30, 2026.

The Max Planck Society is committed to increasing the number of individuals with disabilities in its workforce and therefore encourages applications from such qualified individuals. The Max Planck Society strives for gender equality and diversity. Furthermore, the Max Planck Society seeks to increase the number of women in its workforce in those areas where they are underrepresented and therefore explicitly encourages women to apply.

Closing date for applications

The posting is open until filled.