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

Max Planck Institute for Intelligent Systems; Stuttgart; Hybrid; EUR 36,000 - 48,000; Full time

Benefits offered by this job

Flexible working hours

Mobile working

Travel to Europe for events

Public service benefits

Job summary

Max Planck Institute for Intelligent Systems in Stuttgart seeks an Administrative Assistant for ELLIS to support project management, events, and daily operations. You will maintain databases, create presentations, handle inquiries, and assist guests and researchers in a dynamic, international environment.

The role requires a commercial qualification or higher education, strong project management, and fluency in English and German (C1+).

Qualifications

• 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.
• Fluency in both English and German (C1 level or higher) and excellent communication skills.
• Proficiency with standard office software and willingness to learn new technologies.
• Additional languages and previous experience in research and/or higher education are a plus.

Responsibilities

• 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

Skills

Project management

English fluency

German fluency

Independent work

Education

Commercial vocational training or higher-level education

Tools

MS Office

Job description

ELLIS (European Laboratory for Learning and Intelligent Systems) is a pan‑European initiative that aims to secure Europe’s sovereignty and leadership in AI research and innovation. ELLIS focuses on fundamental science, technical innovation and societal impact, building upon machine learning as the driver for modern AI.

The Max Planck Institute for Intelligent Systems is a world leading research institute in AI, machine learning, and robotics, located on two campuses in Stuttgart and Tübingen.

To join our team to support the ELLIS initiative at the Max Planck Institute for Intelligent Systems in Tübingen seeks to hire an Administrative Assistant (f/m/div) for ELLIS, 100 %.

Roles & Responsibilities

• 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

• 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.

• Flexible working hours
• Possibility of mobile working
• 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.

• 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.

Any questions regarding the position should be directed to Dr. Daniela Diaconu at [e-mail].