Administrative Assistant / Office Management (m/f/d) HIPOLE Jena

Hipole Jena; Jena; Hybrid; EUR 31,000 - 40,000; Full time

Benefits offered by this job

30 days paid leave

TVöD-Bund pay scale

Deutschlandticket/Jobticket subsidy

Health management

Company pension scheme (VBL)

Flexible working hours

Job summary

HIPOLE Jena seeks a secretarial staff member to support the administrative team at its Jena location. You will work as a liaison between research and administration, ensuring smooth processes and coordinating with researchers worldwide.

Fluency in German and English is required. The role offers a collaborative, international environment with flexible working time models and strong commitment to a climate-friendly future.

Qualifications

• Completed vocational training as an Administrative Assistant or Office Management Assistant.
• Initial professional experience in administration, secretarial work, office management, or similar field.
• Good knowledge of MS Office and basic accounting/HR administration.
• Strong organizational skills and high confidentiality.
• Very good written and spoken German and English.

Responsibilities

• Independent handling of administrative tasks, documentation, and internal administration.
• Administrative and organizational support for employees and management.
• Scheduling and coordination of workflows.
• Support in HR management, purchasing, and inventory management.
• Secretarial support for professors, travel management and expense reporting.
• Correspondence, mail and email communication.
• Communication with internal/external partners and hosting guests.
• Organizational support for internal events and seminars.

Skills

Organizational skills

Confidentiality

Teamwork

English proficiency

Education

Administrative Assistant training

Office Management Assistant training

Comparable qualification

Tools

MS Office

Job description

Achieving climate-neutrality within the next 20 years necessitates an innovation boost for the development of highly efficient, scalable, low-cost, and sustainably produced energy technologies. Polymer materials play a central role in this process. Energy storage and conversion materials, particularly sustainable batteries, play a central role in this context.
HIPOLE Jena integrates and expands world-class expertise in polymer chemistry, materials science, high-throughput experiments, and artificial intelligence with complementary expertise in inorganic/hybrid materials, scalable devices, and advanced characterization.

We are currently seeking a secretarial staff member to support our administrative team at our Jena location. You’ll have the opportunity to actively shape a young, international institute with your ideas and expertise. As a liaison between research and administration, you’ll collaborate with researchers from around the world and use your organizational skills to ensure that our administrative processes run smoothly and that, together, we contribute to a climate-friendly future.

All tasks must be performed fluently in both German and English:

• Independent handling of administrative tasks, documentation, and internal administration
• Administrative and organizational support for employees and management
• Scheduling and coordination of workflows
• Support in human resources management, purchasing, and inventory management
• Secretarial support for professors, particularly in travel management and expense reporting
• Correspondence, incoming and outgoing mail, and email communication
• Communication with internal and external business partners, as well as hosting guests and collaboration partners
• Administrative support in organizing and conducting internal events and seminars

Your Profile

• Completed vocational training as an Administrative Assistant, Office Management Assistant, or comparable qualification
• Initial professional experience in administration, secretarial work, office management, or a similar field
• Good knowledge and confident use of common office software, particularly MS Office
• Basic knowledge of business administration, particularly accounting and HR administration
• Strong organizational skills and a highly independent and structured working style
• High level of confidentiality and loyalty
• Very good written and spoken German skills
• Very good written and spoken English skills

You demonstrate a high level of commitment, initiative, problem-solving skills, and a willingness to familiarize yourself with diverse areas of responsibility. You are characterized by your teamwork skills, reliability, independence, and communication abilities (including proficiency in English).
You enjoy working in an interdisciplinary, international team within a diverse and dynamic work environment.

Your Benefits at HZB

• International/diversity-sensitive working environment at a Helmholtz Institute
• Opportunity to contribute to the development of novel materials and technological solutions for a climate-neutral future together with top international researchers
• Career-enhancing networking opportunities and individual support and assistance programmes
• Participation in the integrated graduate program of the CataLight Collaborative Research Center
• Good work-life balance through counselling services on family and career and flexible working time models: Flexible working hours, the possibility to work remotely, part-time
• 30 days paid leave
• Health management, company pension scheme (VBL), subsidy for the “Deutschlandticket/Jobticket”
• Payment in accordance with the collective agreement for the public sector (TVöD-Bund)

The salary is based on the Collective Agreement for the German Public Service (TVöD-Bund).

We very much want our workplace to be diverse, and welcome applications from people with different backgrounds. It is our mission to promote equal opportunities and to improve women’s representation in the workforce. We are therefore very interested in receiving applications from women. Where the qualifications are met, we will give preference to people with disabilities.