Personal Assistant/Administrative Assistant to the Director (m/f/d)

About the Rockwool Foundation Berlin: The ROCKWOOL Foundation Berlin Institute for the Economy and the Future of Work (RFBerlin) conducts independent research into significant challenges to the economy, society and the welfare state in a global world.

We are a new research institute dedicated to addressing key societal challenges of our time. Join our young, dynamic team in an excellent work environment, located in the heart of Berlin.

To strengthen our team, we are looking for an experienced Personal Assistant (m/f/d) to support our director in managing a diverse range of administrative, organizational, and communication tasks.

Key Responsibilities:

Administrative Support:

• Manage the Director’s dynamic and complex calendar, including scheduling meetings, telephone calls, and national/international travel.
• Support in organizing internal and external workshops, events, and recurring meetings for the director and the team.
• Coordinate correspondence (emails, letters, and calls) on behalf of the Director, ensuring timely and effective communication with internal and external stakeholders.

Organizational Tasks:

• Handle logistical arrangements for meetings, events, and international conferences across time zones.
• Assist with private matters, including personal scheduling, travel planning, and occasional errands.
• Collaborate with other departments and colleagues to ensure smooth operations and project execution.

Media and Public Relations Support:

• Coordinate media contacts, interviews, and public-facing activities for the Director with the communications department.
• Provide support with presentations, reports, and other documentation as needed.

General Office Duties:

• Act as the first point of contact for project leaders, team members, and external partners, ensuring a professional and welcoming experience.
• Manage day-to-day office tasks, including handling incoming mail and maintaining organized records.
• Support and collaboration with institutes administration as needed

Qualifications and Skills:

Required:

• A minimum of 3 years of professional experience in a similar role, ideally in an academic or research-focused environment, or equivalent
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools.
• Strong organizational and project management skills, with the ability to handle multiple priorities under time pressure.
• Excellent communication skills in both German and English (business level).

Preferred:

• Familiarity with academic environments and institutions.
• Additional language skills, particularly Italian or Danish, are an advantage.

Personal Attributes:

• Proactive and self-motivated, with a collaborative mindset.
• High level of discretion and professionalism when handling sensitive information.
• Strong interpersonal skills and ability to build positive working relationships.

What We Offer:

• A competitive salary.
• Flexible working arrangements, including trusted working hours and mobile work options.
• Modern office space in the heart of Berlin Mitte.
• A friendly, open, and international work environment.
• Professional development opportunities within a globally connected research institute.
• 20 days of vacation annually, with a full-time or part-time contract option.

How to Apply:

If you are passionate about innovation, organizational excellence, and contributing to a globally engaged research team, we encourage you to apply.

Please submit your application package, including:

• CV
• Cover Letter
• Additional documents (e.g., Arbeitszeugnisse, recommendation letters, etc.)

Send your application via email to with the subject line: Personal Assistant/Administrative Assistant to the Director.

We look forward to hearing from you and welcoming you to our team!

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