Programme Assistant - EMBO Young Investigator Programme (absence cover)

EMBL; Heidelberg; Vor Ort; EUR 39.000 - 46.000; Vollzeit

Benefits dieser Stelle

Hybrid work options

30 days annual leave

On-site nursery

Canteen subsidies

Campus life activities

Zusammenfassung

EMBO, located on the EMBL campus in Heidelberg, Germany, is seeking a Programme Assistant to support the Young Investigator and Global Network team. You will help administer funding schemes, coordinate communications with applicants and referees, and assist with meetings, trainings, and networking events for young researchers.

The role emphasizes precise administration, attention to detail, and the ability to manage multiple processes for high-quality outputs within an international setting.

Qualifikationen

• 2 years’ relevant administrative experience, or an equivalent professional training certificate.
• Excellent command of standard office software packages (Microsoft Office suite).
• Great attention to detail and high quality standards, even while dealing with multiple tasks and deadlines simultaneously and under time pressure.
• The ability to work both autonomously and as part of a team.
• A customer and service-oriented attitude and well-developed communication and interpersonal skills.
• Excellent written and oral English language skills.

Aufgaben

• Managing incoming correspondence, emails, and calls, with prioritisation and drafting responses.
• Supporting programme selection rounds by corresponding with applicants and institutes, logging applications and administering the process.
• Assisting with logistics of meetings and events (annual Young Investigator Network meeting, PhD course, retreat, Global Investigator meetings).
• Assisting with administration of member benefits such as mentoring programmes and lecture grants.
• Ensuring receipt and logging of grant paperwork and preparing report packages for review.
• Maintaining records and an archive of documentation in the database.
• Assisting with internal calls for programme activities (PhD courses, Small Grants, Nobel Laureate meetings).
• Collating and analysing statistical information and creating reports as required.
• Maintaining records and an archive of relevant documentation.

Kenntnisse

Admin experience

Office suite

Attention to detail

Teamwork

Communication

English

Tools

FileMaker Pro

Jobbeschreibung

EMBO is a not-for-profit organization dedicated to promoting excellence in the life sciences in Europe and beyond. We fund talented researchers at all career stages, facilitate scientific exchanges through high-quality academic publishing, conferences, and lectures, and foster a research environment where scientists can achieve their best work.

Our diverse international team of approximately 60 members hails from various countries, personal backgrounds, and professional fields, collaborating closely to further our mission. EMBO is located on the international EMBL life sciences research campus in Heidelberg, Germany.

Your role

As Programme Assistant, you will join the Young Investigator and Global Network team, which runs a range of funding and networking activities for highly talented young research group leaders in the life sciences. The Young Investigator Network comprises awardees in three schemes, the Young Investigator Programme, the Installation Grants scheme, and the Global Investigator Network.

Applying your expertise in science administration, you will be instrumental in delivering the unique funding, training, and networking benefits available to the awardees of the three schemes. This role is ideal for a candidate with a passion for administration, a keen eye for detail, and the ability to manage multiple processes concurrently to a high quality standard.

You will be working with the Head of the EMBO Young Investigator Network and Global Activities and work closely with colleagues from the Young Investigator and Global Activities teams, as well as the EMBO Administration & Finance team.

Your Main Tasks Will Include

• Managing incoming correspondence, emails, and calls, including identifying priority items for immediate attention, taking action where possible, or drafting responses; this task is shared between all team members;
• Providing support for the programme selection rounds by corresponding with applicants, institutes, and grant office representatives, referees, and reviewers, logging applications and administering the smooth running of the selection process;
• Supporting the logistical organization of meetings such as the annual Young Investigator Network meeting, PhD course, retreat, the triannual Global Investigator meeting and committee meetings;
• Assisting with the administration of benefits available to programme members, such as the mentoring programme, lecture grants, job listings, and networking funds;
• Ensuring the receipt and logging of necessary grant paperwork, including contracts, grant agreements, certifications, annual scientific and financial reports; sending call-up letters for the submission of reports, and preparing report review packages for the selection process;
• Maintaining and regularly updating records and an archive of all relevant documentation in the database, such as logging application and reimbursement requests for funded activities;
• Assisting with internal calls for different programme activities, such as PhD courses, Small Grants, Nobel Laureate meetings, etc;
• Collating and analyzing statistical information and create reports as required;
• Maintaining records and an archive of all relevant documentation.

You have

• 2 years’ relevant administrative experience, or an equivalent professional training certificate;
• Excellent command of standard office software packages (Microsoft Office suite);
• Great attention to detail and high quality standards, even while dealing with multiple tasks and deadlines simultaneously and under time pressure;
• The ability to work both autonomously and as part of a team;
• A customer and service-oriented attitude and well-developed communication and interpersonal skills;
• Excellent written and oral English language skills

You might also have

• Experience in a research administration role, preferably in an international environment;
• Basic knowledge of databases (FileMaker Pro) and content management systems;
• Familiarity with the life sciences and scientific career paths.

Contract length: 9 months with a possibility of extension (absence cover)

Salary: Grade 4 (monthly salary from 3.812,27 EUR, after tax and before German social security deductions of approx. 28%)

The interview process includes an online pre-interview and an in-person panel assessment day for shortlisted candidates, along with a technical task. Pre-interviews for this role are scheduled on a rolling basis while the position is open, with in-person interviews tentatively.

Why join us at EMBO

Promote the life sciences

At EMBO, you can contribute significantly to the advancement of life sciences in Europe and beyond. Your work will enable talented scientists to do great research and create an environment that enables their success.

Join a professional working environment

EMBO values diversity and is an inclusive, equal opportunity employer. We cultivate a work environment where employees are valued and empowered to excel professionally.

Our offices are located on the EMBL campus in Heidelberg, Germany, which is home to over 1,000 employees from around the world. The campus has an on-site nursery, subsidised canteen and cafeteria, as well as clubs for social activities and sports.

Heidelberg, with a population of around 160,000 people, is an international university city and research hub. It is attractively located between the Rhine River and the Odenwald, a low mountain range that offers a wide range of outdoor activities. The city has good national and international travel connections.

Enjoy attractive employee benefits

• EMBO provides competitive compensation and benefits suitable for an international research organization, including:
• Competitive salary with transparent annual reviews
• Family and child allowances
• Comprehensive health insurance coverage for you and your immediate family
• Flexible work arrangements, including hybrid options
• 30 days of paid annual leave plus public holidays

International applicants

EMBO and EMBL welcome applications from candidates worldwide. Due to EMBL's intergovernmental status, a working visa is not required. However, depending on your nationality, an entry visa may be necessary. Once in Germany, we will assist you with registration and documentation processes, and you will receive a special permit (Sonderausweis), allowing you to work at EMBO, live in Germany and travel within the Schengen area. Family members accompanying you will also receive necessary permits.

Why join us

EMBO is a not-for-profit organization dedicated to promoting excellence in the life sciences in Europe and beyond. We fund talented researchers at all career stages, facilitate scientific exchanges through high-quality academic publishing, conferences, and lectures, and foster a research environment where scientists can achieve their best work.

Our diverse international team of approximately 70 staff collaborate closely with one another and with external stakeholders to further our mission. EMBO is located on the international EMBL life sciences research campus in Heidelberg, Germany.

Heidelberg, with a population of around 160,000 people, is an international university city and research hub. It is attractively located between the Rhine River and the Odenwald, a low mountain range that offers a wide range of outdoor activities. The city has good national and international travel connections.

Promote the life sciences

At EMBO, you can contribute significantly to the advancement of life sciences in Europe and beyond. Your work will enable talented scientists to do great research and create an environment that enables their success.

Campus Life & Benefits

• Attractive income tax free salary and full inclusion in the national social security system including related benefits
• Flexible working arrangements - including hybrid working patterns
• Generous time off: 30 days annual leave per year, in addition to public holidays
• Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)
• Family benefits: On-site Kindergarten, maternity leave

What else you need to know

• Contract: EMBO offers a fixed-term contract for this position, issued through the European Molecular Biology Laboratory (EMBL).
• Assessment: EMBO is committed to implementing best practices in research assessment, as reflected in our recruitment processes. We are a founding member of DORA and a member of CoARA, the Coalition for Advancing Research Assessment.
• Diversity and inclusion: At EMBO, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

Closing Date

06/10/2026