Programme Assistant - EMBO Young Investigator Programme (absence cover) in Heidelberg

About EMBO

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.

Key Responsibilities

• 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, Ph D 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 Ph D courses, Small Grants, Nobel Laureate meetings, etc.
• Collating and analyzing statistical information and creating reports as required.
• Maintaining records and an archive of all relevant documentation.

Requirements

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

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%).

• Closing Date
• Closing Date 06/10/2026
• Location

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.

Benefits & Perks

• 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.
• 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.
• International applicants: 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.

Diversity & Inclusion

EMBO values diversity and is an inclusive, equal opportunity employer.

We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

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 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.

Embrace the opportunity to help talented scientists achieve their best work in a supportive, inclusive environment.

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