Administrative Assistant

**Company Description**
At CERN, the European Organisation 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.
**Job Description** Introduction**

As an Administrative Assistant, you will join the Experimental Physics Department (EP), Administration and General Services Group (AGS), Users Office Section (UO).

The EP Department carries out research in the field of experimental particle physics, which is CERN's fundamental mission. It aims at providing a stimulating scientific atmosphere and remains an important reference centre for the European physics community. It contributes to the education and training of young scientists. It hosts CERN staff members as well as CERN's associated guest scientists.

**Functions**

As Administrative Assistant in the Users Office, you will take part in the general customer service provided for CERN's guest scientists and share in a team the daily tasks of registration, establishment of personnel contracts, handling the requests and extensions of Host State documents and interfacing with visiting scientists.
- Provide information and assistance to CERN's guest scientists, notably to register them and facilitate their integration upon arrival.
- Ensure the processing, follow-up, and control of various administrative electronic and paper documents and record archiving.
- Enter all relevant information into the appropriate CERN databases.
- Prepare correspondence and documentation according to requirements, including minutes writing.
- Replace other team members in their absence.

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

**Experience**:

- Demonstrated experience in administrative service(s) or secretariat(s), preferably including service provision to a large community of customers coming from various countries.
- Experience in using a diverse set of modern office computing tools and ability to maintain and archive data and documents.
- Experience in customer service and support.

**Technical competencies**:

- Customer service;
- Archiving and records management;
- Secretarial work;
- Use of office software packages.

**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 prompt and efficient service taking into account customer needs;
- delivering high quality work on time and fulfilling expectations.
- Building relationships:

- showing courtesy and consideration in dealings with others.
- Working in teams:

- contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude;
- addressing issues;
- understanding when teamwork is required to achieve the best results;
- including others accordingly and sharing information;
- seeking to help other team members when own work is done;
- supporting others.
- Communicating effectively:

- checking to ensure that the message has been well understood;
- listening actively to others and letting others speak;
- ensuring that information, procedures and decisions are appropriately documented.
- Demonstrating flexibility:

- adapting quickly and resourcefully to shifting priorities and requirements;
- being able to demonstrate flexibility whilst abiding by all applicable rules.

**Language skills**:
Spoken and written both English and French.
**Additional Information** Eligibility and closing date**:
**Employment Conditions**

Working Hours: 40 hours per week

Job grade: 3-4

Job reference: EP-AGS-UO-2025-138-LD

Benchmark Job Title: Personal/Team Assistant