Administrative Assistant (m/f/d)

Max Planck Society; Stuttgart; Hybrid; EUR 47.000 - 62.000; Teilzeit

Benefits dieser Stelle

Flexible working hours

Mobile working

Public service benefits

Zusammenfassung

Max Planck Society in Stuttgart seeks an Administrative Assistant (m/f/d) 75-100% parental leave cover until March 31, 2028. The role supports the IMPRS-IS coordination team with admin tasks, travel arrangements, and event management in a global research setting.

Fluency in English and German (C1) is required, with highly organized, service-oriented individuals encouraged to apply. The team emphasizes independent work and strong intercultural communication.

Qualifikationen

• Relevant qualification or professional experience in office administration, foreign language assistance, project coordination, or a related field.
• Excellent written and spoken English and German (C1 level or above).
• Proficiency in standard office software and willingness to learn new digital tools and platforms.
• Ability to work independently, reliably, and in a structured manner.

Aufgaben

• Provide day-to-day administrative and organizational support to the IMPRS-IS coordination team.
• Support communication with doctoral researchers, faculty, trainers, external partners, and other stakeholders.
• Draft emails, announcements, and other program communications, and help maintain relevant websites and informational materials.
• Organize meetings, workshops, training sessions, events, and manage community calendars.
• Support administrative processes related to external trainers and service providers.
• Maintain documentation, records, project tracking, and data organization.
• Handle travel arrangements, reimbursements, and related financial documentation.
• Support the preparation of presentations, reports, and other program materials.
• Take on additional administrative and organizational tasks as needed.

Kenntnisse

Office administration

Project coordination

Foreign language assistance

English proficiency

German proficiency

Ausbildung

Relevant qualification

Tools

MS Office

Jobbeschreibung

Organisation & Administration Stuttgart

Solid State Research & Material Sciences Computer Science

Job Code: Stu_128

Job Offer from August 04, 2026

The International Max Planck Research School for Intelligent Systems (IMPRS-IS) is one of the world’s leading doctoral programs in machine learning, robotics, computer vision, and related disciplines. As the main doctoral program of the Max Planck Institute for Intelligent Systems (MPI-IS), IMPRS-IS brings together an international community of doctoral researchers, faculty, and academic partners.

To support the small team responsible for coordinating and managing this large international doctoral program, we are seeking a motivated, highly organized, and service-oriented Administrative Assistant. The position will support the team with a broad range of administrative, organizational, and communication tasks related to the operation of IMPRS-IS. The program and its management team primarily operate in English. knowledge of German is also required to carry out administrative tasks and communicate with the Institute’s administration.

We are looking for an Administrative Assistant (m/f/d), 75-100% parental leave cover until March 31, 2028.

Roles and responsibilities

• Provide day-to-day administrative and organizational support to the IMPRS-IS coordination team.
• Support communication with doctoral researchers, faculty, trainers, external partners, and other stakeholders.
• Draft emails, announcements, and other program communications, and help maintain relevant websites and informational materials.
• Organize meetings, workshops, training sessions, events, and manage community calendars.
• Support administrative processes related to external trainers and service providers.
• Maintain documentation, records, project tracking, and data organization.
• Handle travel arrangements, reimbursements, and related financial documentation.
• Support the preparation of presentations, reports, and other program materials.
• Take on additional administrative and organizational tasks as needed.

Education and experience

• Relevant qualification or professional experience in office administration, foreign language assistance, project coordination, or a related field.
• Excellent written and spoken English and German (C1 level or above).
• Proficiency in standard office software and willingness to learn new digital tools and platforms.
• Ability to work independently, reliably, and in a structured manner.
• Highly organized and detail-oriented.
• Friendly, confident demeanor and strong intercultural competence.
• Commitment to high-quality service and strong problem-solving skills.
• Flexibility to adapt to changing priorities and program needs.
• Ability to represent the Institute in a professional and welcoming manner.
• Experience in research institutions, higher education, or international environments is an advantage.

Our offer

You will join a friendly, motivated, international, and diverse team. Your primary place of work will be MPI-IS Stuttgart. We offer flexible working hours, the possibility of mobile working, and many other benefits.

Based on your qualifications and previous professional experience, a salary of up to EG 8 (TVöD Bund) is possible according to the Public Service Wage Agreement. All social benefits of the public service apply. The position is limited to the duration of the parental leave and will run until March 31, 2028.

The Max Planck Society is committed to increasing the number of individuals with disabilities in its workforce and encourages applications from such qualified individuals. At MPI-IS, we celebrate diversity and believe that bringing together different perspectives and backgrounds is key to advancing science. We look for many different skills and abilities, so even if you do not meet every listed requirement, we would still love to hear from you.