Personal/Team Assistant (BE-CEM-2024-174-LD)

At CERN, the European Organization for Nuclear Research, physicists and engineers are probing the fundamental structure of the universe. Using the world's largest and most complex scientific instruments, they study the basic constituents of matter - fundamental particles that are made to collide together at close to the speed of light. The process gives physicists clues about how particles interact, and provides insights into the fundamental laws of nature. Find out more on http://home.cern.

Introduction

Great technology needs great people! Are you a self-motivated administrative assistant with strong organizational skills and customer-service oriented? Join a team of assistants and provide a seamless service to the department. CERN, take part! 

You will join the Beams Department, which provides CERN with the unique competencies required for the conception, design, survey, alignment, control, and operation of CERN’s particle accelerator complex. 

The Controls Electronics and Mechatronics (CEM) group develops and maintains a centralised competence in controls hardware custom design, low-level software?& infrastructure support, electronics development/production & radiation tolerance, mechatronics & robotics, test?and measurement systems.

Functions

You will join a team of assistants and participate in the daily management of the BE-CEM group secretariat with special emphasis on information, communication, and organizational services. Applying relevant CERN rules and procedures, your activities will include: 

• Providing front-office service for all categories of group personnel upon arrival, departure and throughout their appointment, helping ensure the application of the Organization’s rules and procedures; 

• Processing information often of a confidential nature in the form of e-mails, letters, procedures, presentations; 

• Contributing to the group’s activities in terms of organising and participating in regular meetings, taking minutes, and maintaining supporting action lists; 

• Providing personal assistance to the Group Leader (agenda and mailbox management, providing administrative support such as replying on his behalf, data collection and pre-analysis, follow-up of actions, organising meetings, documents/presentations proof-reading); 

• Organising official duty trips and events (conferences, workshops, management retreats, etc.); 

• Updating the group website; 

• Replacing other assistants during their absences. 

Higher technical diploma or equivalent relevant experience in the field of general administration, or equivalent. or a related field.

Experience:

Demonstrated experience in

• Multi-tasking as first line administrative support for a large community of customers; 
• The interpretation of rules and procedures as well as in their application; 
• Proof reading of work documents. 

Proven experience

• As a personal assistant; 
• Using a diverse set of office computing tools. 

Technical competencies:

• Customer service;
• Event organisation and management;
• Knowledge of administrative rules and procedures;
• Text editing and proof-reading;
• Use of office software packages: in particular the use of MS Office.

Behavioural competencies:

• Achieving Results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind Delivering high quality work on time and fulfilling expectations;
• Demonstrating Accountability: working conscientiously and reliably; delivering on promises;
• Communicating Effectively: providing others with timely information Ensuring that information, procedures and decisions are appropriately documented;
• Working in Teams: building and maintaining constructive and effective work relationships Contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues;
• Demonstrating Flexibility: demonstrating a willingness to accept changing circumstances; supporting initiatives for change Readily absorbing new techniques and working practices; proposing new or improved ways of working.

Language skills:

Spoken and written English in professional contexts as well as the ability to prepare/draft accurate texts. The willingness to learn French.

Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its foundation and is an established value of the Organization. Employing a diverse workforce is central to our success.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 05.01.2025 at 23.45 Geneva time.

Employment Conditions

Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Working Hours: 40 hours per week

Job grade: 3-4

Job reference: BE-CEM-2024-174-LD

Benchmark Job Title: Personal/Team Assistant

Please make sure you have all the documents needed to hand as you start your application, as once it is submitted, you will not be able to upload any documents or edit your application further