Administrative Assistant

Vor 5 Tagen

Geneve, Schweiz CERN Vollzeit

**Company Description**
**Job Description** Introduction**

Join a secretariat in the Experimental Physics Department, in the AGS group and provide a seamless service to the many scientists coming from all over the world. CERN, take part

The Experimental Physics Department's secretariat support Section is responsible for providing administrative secretarial support to the Department, Experiments and Groups. Our services include general office duties in accordance with the Organization's administrative procedures, including other special contributions such as the participation in events' organization. You will join a multi-cultural team with a wide range of skills and expertise - providing services to the collaborators of scientific communities of the two largest LHC experiments. You will also ensure that the flow of information inside and outside your direct working environment is of highest standard. You will have the opportunity to broaden your knowledge in new areas, and discover domains where excellence is the key driving factor. Specific training is available, as well as support for professional development to foster your skills and develop your talents.

**Functions**

As Administrative Assistant in the secretariat support Section, you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information, communication and organizational services. You will:

- Act as first line support concerning the visiting physicists' queries in contact with relevant services inside and outside CERN.
- Provide administrative and secretarial services associated with scheduling and coordinating meetings and events.
- Assist in the preparation and follow-up of documentation and correspondence including their publication and circulation.
- Contribute in the update of the databases and the web sites of CERN and the Experiment(s), in collaboration with the CERN Users' Office and collaborating Institutes.
- Provide administrative support for the follow-up of financial matters related to orders and payments of various nature.
- Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information.
- Make sure that CERN's different rules and procedures are respected and correctly applied in different situations.
- Replace other assistants during their absences and perform other duties as it may be assigned.

**Qualifications**
Technical certificate or general secondary education or equivalent relevant experience in the field of administration or a related field.

**Experience**:
Demonstrated experience in an administrative service or secretariat in an international environment.

**Technical competencies**:

- Customer service
- Secretarial work
- Archiving and records management: scientific information and document management;
- Use of office software packages: knowledge of SharePoint and/or Drupal software would be an advantage.

**Behavioural competencies**:

- Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
- Communicating effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
- Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
- Demonstrating accountability: presenting information accurately and objectively.
- Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.

**Language skills**:
Spoken and written English and French: ability to understand and speak both languages in professional contexts as well as the ability to prepare/draft and/or translate accurate texts in both languages.
- Any additional language knowledge will be considered as an asset.

**Additional Information** Eligibility and closing date**:
**Employment Conditions**

Job grade: 3-4

Job reference: EP-AGS-SE-2024-25-LD

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