Administrative Assistant

Become the Administrative assistant of the BE-GM group and provide a smooth service to the many scientists, engineers, technicians, and students working in this international environment.

The BE-GM group (Geodetic Metrology group in the Beams department) provides metrology and alignment on components installed in the CERN accelerators, their beam transfer lines and physics experiments throughout the CERN complex.

As a Group Administrative Assistant (GAO), you will be the main person of contact for the daily management of the group’s administration with special emphasis on information, communication, and organizational services.

You will:

- Act as a first line support concerning all kind of queries towards the group members according to Organization’s rules and procedures;
- Liaise with the relevant internal and external stakeholders at CERN to perform your duties;
- Act as an Executive assistant to the group leader (management of agenda, support in administrative matters, data collection and pre-analysis, minutes preparation, follow-up of actions, meetings organization and logistics);
- Be responsible for the event management of the group: bi-yearly group events, workshops (20- 100 participants), technical meetings with suppliers;
- Be responsible for organizing various duty travels;
- Be involved in the management of the Survey contract (organization of meetings, minutes, follow up of the expenses and invoicing);
- Follow-up on the financial matters related to orders, spendings of the budgets and payments of diverse nature;
- Take care of the group website(s) content management;
- Be involved in the recruitment and hiring process of new personnel, especially for the various selection committees;
- Take care of the group’s space management (optimize / manage space in the 926 building according to the departures/arrivals and other group’s storage places; prepare the relocation of the offices in another building);
- Be involved in the proofreading of scientific papers;
- Act as a back-up of the BE-ICS and BE-CSS GAO;
- Train whenever necessary new administrative personnel;
- Participate in necessary trainings to evolve in your position and beyond

**The technical competencies required for this position**:

- Text editing and proof-reading;
- Knowledge of administrative rules and procedures;
- Use of office software packages: MS office;
- Scientific information and document management.

**The behavioral competencies required for this position**:

- Demonstrating accountability: working conscientiously and reliably, delivering on promises, maintaining confidentiality, presenting information accurately and objectively, taking responsibility for own actions and decisions, using openness and honesty to interact constructively with others;
- Achieving results: having a structured and organized approach towards work; be able to set priorities and plan tasks with results in mind;
- Communicating effectively: providing others with timely information; demonstrating pro-active approach to resolve differences;
- Working in teams: building and maintaining constructive and effective work relationships; contributing to promoting a positive atmosphere in the group;
- Managing self: working well autonomously.
- Proven experience as a personal and/or team assistant in an international or industrial environment;
- Demonstrated experience in multi-tasking as first line administrative support;

Type d'emploi : 100%, CDD
Durée du contrat : 9 mois

Salaire : Jusqu'à CHF26,73 par heure

Nombre d'heures : 40 par semaine

Avantages:

- Événements d'entreprise
- Services d'assurance
- Stationnement gratuit

Programmation:

- Du Lundi au Vendredi
- Heures supplémentaires
- Période de travail de 8 Heures

Types de primes et de gratifications:

- Dimanche ou jour férié majoré
- Prime de Noël

Langue:

- Français (Requis)
- Anglais (Requis)

Lieu du poste : En présentiel