Administrative Assistant (m/f/d)

BITE GmbH; Hamburg; Vor Ort; EUR 42.000 - 56.000; Vollzeit

Benefits dieser Stelle

TVöD-Bund pay scale

VBL supplementary pension

Profiticket subsidy

Zusammenfassung

Max Planck Society in Hamburg seeks an Administrative Assistant (m/f/d) to support the nanoscale quantum materials department with day-to-day operations and event organization.

Responsibilities include handling correspondence, travel for directors, onboarding/offboarding, and coordinating purchases, with the role involving collaboration with HR and central administration.

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

German & English communication

Discretion & reliability

Independent working style

Public sector familiarity

Multitasking

MS Office proficiency

Ausbildung

Vocational training in office administration

Tools

MS Office

Jobbeschreibung

The Max Planck Society is Germany's premier research organization. The 86 Max Planck Institutes conduct research at highest levels, in the service of the general public, in the natural sciences, life sciences, social sciences, and the humanities.

The Max Planck Institute for the Structure and Dynamics of Matter (MPSD) is located at the Science Campus Hamburg-Bahrenfeld and investigates dynamical phenomena within matter down to the elementary timescales of atomic and electronic motions, the femtosecond or attosecond timescale. The focus is on the use of short wavelength ultrafast probes, such as X-rays or electron pulses, which are capable of measuring atomic and electronic structures in matter of all kinds.

The MPSD currently consists of three scientific departments focusing on solid state physics and theoretical methods in these fields. The MPSD is a partner in the Center for Free-Electron Laser Science (CFEL), collaborating with the Deutsches Elektronen Synchrotron (DESY), European XFEL (EuXFEL) and the University of Hamburg in the development of science based on the X-ray Free Electron Lasers (XFELs).

For our department "nanoscale quantum materials" we are looking for an

Administrative Assistant (m/f/d)

Your position

You will support the department in all organizational matters related to the day-to-day business and ensure that administrative operations run smoothly. Your responsibilities will include, among others

• 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.

Application deadline: 13th September, 2026.

If you have any questions, please feel free to contact Dr. Lars Tiemann by email at [e-mail] or Dr. Neda Lotfiomran 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