Executive Assistant to the Head of Institute (f/m/d)

Helmholtz Zentrum München – German Research Center for Environmental Health (HMGU) - HMGU - Helmholtz Association

Neuherberg bei München, Bavaria, Germany

Work group:

Institute of Translational Genomics

Area of research:

Administrative staff

Starting date:


Contract time limit:


Job description:

As German Research Center for Environmental Health, Helmholtz Zentrum München pursues the goal of developing personalized medical approaches for the prevention and therapy of major common diseases such as diabetes mellitus, allergies and lung diseases. To achieve this, it investigates the interaction of genetics, environmental factors and lifestyle.

The Institute of Translational Genomics (ITG) focusses on translating insights from genomics into mechanisms of disease development and progression. At ITG, we leverage big data in genetics and genomics to gain insights into the mechanisms underpinning human health and disease. We work with biobank-sized whole-genome sequencing datasets, in combination with high-dimensional phenotypic and multi-omics data.

We are looking for a motivated and experienced

Executive Assistant to the Head of Institute (f/m/d)

Your challenge

Providing comprehensive administrative support by delivering a first class administrative service that includes: processing and filtering post and mails; preparation of correspondence and presentations; prepping and formatting documents for external use; liaison, co-ordination and communication with team members and co-ordination with the Management Committee Secretariat as and when required Managing diaries, e-mails and meeting requestsCorrespondence in EnglishCoordination of travel arrangements, organization of business tripsArranging of conference callsOrgansation of external and internal events and meetings with clients or other external contactsPreparation of documents and presentations for external and internal purposesDealing with general enquiries and resolving where possibleOrganization of team meetings, taking the minutes and following up on action pointsAssisting the Management team in various administrative tasksActing as first point of contact for internal and external customersOrganise and administer team requirements such as sick and holiday reports, assisting with recruitment in liaison with the HR department when requiredProcess expense claims, reimbursements and honorariums, liaising with the Finance department as required

Your qualification

We are looking for someone who:

Has a sound experience as an Executive Assistant, ideally in the scientific/research environmentHas a completed vocational training or a degree in a relevant field (e.g. business, foreign languages)Has excellent communication skillsHas a solid know-how of Microsoft Office (PowerPoint, Word, Excel, Outlook)Is highly organised and structured, rigorous, reliable and stress resilientCan demonstrate strong adaptability competences and is proactiveHas strong interpersonal skills, is friendly with an open personality; is service-orientated and discreet; team-orientated; has a very high professional attitudeHas an excellent knowledge of the English and German language

Our Offer

At the Helmholtz Zentrum München, you can contribute together with leading researchers to the investigation of the development, prevention and treatment of environmental diseases such as diabetes, chronic lung diseases and allergies. In order to further promote your professional development, we offer extensive and targeted research training and career programmes. We support the reconciliation between work and private life with flexible working time models, occupational health management, day care facility for children, a childcare subsidy, Elder Care, as well as other counseling and support services.

Remuneration and benefits are in accordance with the collective agreement for the public service (TV EntgO Bund).

The position is (initially) limited to 2 years, the possibility of a longer-term perspective exists.

As a holder of the Total E-Quality Award, we promote equality of opportunity. Applications from women are welcome. Qualified applicants with physical disabilities will be given preference.

We are looking forward to receiving your comprehensive online application until March 25th 2019.

Please apply via recruiter’s website.

Quote Reference: Helmholtz-2019/0094