Administrative Assistant (m/f/d)

MPI f.Struk.u.Dyn.d.Mat; Hamburg; Vor Ort; EUR 42.000 - 52.000; Vollzeit

Benefits dieser Stelle

TVöD-Bund remuneration

Public pension (VBL)

Germany ticket subsidy

Training opportunities

Zusammenfassung

Max Planck Institute for the Structure and Dynamics of Matter in Hamburg seeks an Administrative Assistant to serve as a central liaison between two directors and the institute’s scientific and administrative units. You will manage correspondence, databases, and travel for directors and staff, while coordinating meetings and supporting HR onboarding.

The role combines administration with international collaboration in a prestigious research environment, offering opportunities to contribute to

Qualifikationen

• Completed vocational training or relevant professional experience in office administration, office management, or experience in a comparable coordinating role.
• Confidence in dealing with administrative procedures in the German public sector; a pragmatic, flexible, and solution-oriented approach to complex regulations is essential.
• Ideally, already experience in a scientific or academic environment with an international, multicultural community.
• Excellent organizational skills and the ability to manage multiple tasks and priorities in parallel.
• Proficiency in MS Office (Word, Excel, PowerPoint).
• Very good written and spoken German and English; strong communication skills across all levels.
• An independent, proactive working style combined with a high level of discretion and reliability.

Aufgaben

• Serve as the central point of contact and liaison between the two directors and the scientific and administrative units of the institute
• General administration and assistance: managing correspondence, maintaining databases and records, and working closely with the institute's central administration
• Travel management for the directors and department staff, including support for visiting scientists and guests (invitations, visa matters, accommodation, Processing reimbursements in accordance with the German Federal Travel Expenses Act (Bundesreisekostengesetz))
• Organization, coordination, preparation, and follow-up of internal and external meetings, seminars, conferences, and events
• Onboarding and offboarding of employees in collaboration with the HR department
• Coordination and tracking of purchase orders in cooperation with the procurement department

Kenntnisse

Organizational skills

MS Office

German and English proficiency

Independent working style

Discretion and reliability

Communication across levels

Ausbildung

Vocational training or relevant experience in office administration

Tools

MS Office (Word, Excel, PowerPoint)

Jobbeschreibung

Administrative Assistant (m/f/d)

Your position

• Serve as the central point of contact and liaison between the two directors and the scientific and administrative units of the institute
• General administration and assistance: managing correspondence, maintaining databases and records, and working closely with the institute's central administration
• Travel management for the directors and department staff, including support for visiting scientists and guests (invitations, visa matters, accommodation, Processing reimbursements in accordance with the German Federal Travel Expenses Act (Bundesreisekostengesetz))
• Organization, coordination, preparation, and follow-up of internal and external meetings, seminars, conferences, and events
• Onboarding and offboarding of employees in collaboration with the HR department
• Coordination and tracking of purchase orders in cooperation with the procurement department

Although this is primarily an administrative position, the role offers much more than routine tasks: You will work in an inspiring research environment at the intersection of science, organization, and international exchange. Your work will make an important contribution to the smooth operation of a globally connected department and to the success of outstanding research projects.

Your background and skills

• Completed vocational training or relevant professional experience in office administration, office management, or experience in a comparable coordinating role
• Confidence in dealing with administrative procedures in the German public sector; a pragmatic, flexible, and solution-oriented approach to complex regulations is essential
• Ideally, already experience in a scientific or academic environment with an international, multicultural community
• Excellent organizational skills and the ability to manage multiple tasks and priorities in parallel
• Proficiency in MS Office (Word, Excel, PowerPoint)
• Very good written and spoken German and English; strong communication skills across all levels
• An independent, proactive working style combined with a high level of discretion and reliability

Our offer

• A responsible and exciting position in a growing interdisciplinary and internationally orientated research institute with long-term prospects. The opportunity to actively contribute to the organization of a prestigious scientific group and institute.
• A friendly, collegial working environment and a modern workplace in an attractive building. Support in balancing work and family life as well as a wide range of individual training opportunities.
• A position initially limited to two years with the option of permanent employment
• Remuneration and social benefits depending on qualifications in accordance with the collective agreement for the public service (TVöD-Bund) and the supplementary pension scheme (VBL).
• A subsidy for the Profiticket as a Germany ticket.

Your application

The Max Planck Society strives for gender equality and diversity. We welcome applications from all background.

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.

If you have any questions, please feel free to contact Dr. Lars Tiemann by telephone at 040/8998-88803 or by email at [e-mail].

Detailed information about the Max Planck Institute for the Structure and Dynamics of Matter and the online application portal can be found on our website at: https://www.mpsd.mpg.de/karriere/jobs