Executive Assistant (m/f/d)

Developmental and Evolutionary Biology & Genetics Neurosciences Structural and Cell Biology

Job Code: 2025-ExecutiveAssistant-Homebase-6000

Job Offer from February 07, 2025

The Max Planck Institute of Molecular Cell Biology and Genetics (MPI-CBG) is searching for an Executive Assistant (m/f/d).

The successful candidate will provide comprehensive assistance to a homebase, including a Scientific Director and associated Research Group Leaders. Fulfilling an important role at the intersection between scientists and administration, you will provide a professional, efficient, and courteous first point of contact, often requiring a high level of creativity and tact. The job will benefit from someone with a service-oriented mentality, attention to detail, and excellent communication skills.

Main responsibilities

• Organize administrative tasks for a homebase (1 director and up to 3 group leaders), focusing on scheduling, communication, events, and travel.
• Prioritize messages for action, draft and proofread responses in English and German, preserving necessary confidentiality.
• Prepare meeting agendas and papers, take high-quality minutes, and follow up on action points as necessary.
• Plan and book national and international business trips, including associated logistics.
• Provide comprehensive organizational oversight and scheduling for the director.
• Coordinate guest researcher visits and events (e.g., meetings, seminars, summer schools, alumni events).
• Assist with personnel matters (including support with initial contract requests and extensions, onboarding, and offboarding).
• Engage with fellow executive assistants regarding work matters, quality improvement, and continued personal development.
• Organize office supplies, filing systems, and other equipment.
• Arrange repairs or replacements if necessary together with the responsible departments.

Your profile

• Professional training/education as an executive assistant, events manager, foreign language assistant, or similar.
• Excellent written and spoken English and German (the latter at B2 level or higher).
• Proactive mindset with very strong time management skills and a structured work style.
• Ability to multitask and prioritize a diverse and changing workload.
• Intercultural competence and organizational talent.
• Good software skills, especially Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Experience working in a comparable environment.
• Experience in developing internal processes and filing systems.
• Excellent interpersonal skills and customer-service orientation.
• Creativity, optimism, and motivation in problem-solving.

What we offer

• Initial contract is for 2 years with the expectation of prolongation contingent on the agreement of both parties.
• Remuneration based on qualifications, activities, and experience in accordance with TVöD Bund, up to EG8.
• A varied, interesting, and crucial role in a modern, scientific, and international environment.
• Opportunities for regular professional growth and exchange, individual training, and personal development.
• Social benefits of the public service (company pension scheme (VBL), annual special payment, subsidy for VVO job ticket, group accident insurance).
• Active measures to promote company health management and work-life balance.
• Possibility for home office and mobile work upon agreement.

Initial questions about the position can be addressed to Brian von Rueden, Head of Human Resources, via

Please submit your complete application by 28.02.2025 via our online application system stating 2025-ExecutiveAssistant-Homebase-6000.

Max Planck Institute of Molecular Cell Biology and Genetics
Pfotenhauerstr. 108
01307 Dresden
Germany

• The Max Planck Society strives for gender equality and diversity. We welcome applications from all backgrounds, regardless of gender, nationality, ethnicity, sexual orientation, religion, age, and other components of identity.
• The Max Planck Society specifically aims to increase the proportion of women in the areas in which they are underrepresented. We therefore explicitly invite women to apply.
• The Max Planck Society is further committed to increasing the number of individuals with disabilities in its workforce and therefore encourages applications from such qualified individuals.
• The Max Planck Society supports the compatibility of family and career and is certified according to the „berufundfamilie“ (“job and family”) audit.
• When you submit a job application to MPI-CBG, you are transmitting personal data. Please refer to our privacy notice for information on how we collect and process personal data in accordance with Art. 13 of the Datenschutz-Grundverordnung. By submitting your application you confirm that you have taken note of the information in our privacy notice.

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