Team Assistant at EMBL AI and Data Science Centre

Join us to support two of EMBL's most dynamic initiatives

EMBL AI is a new EMBL-wide initiative harnessing the full potential of artificial intelligence to advance scientific discovery - from genomics and structural biology to drug discovery and beyond. The Data Science Centre (DSC) sits at the heart of EMBL's data infrastructure, enabling the collection, management, and analysis of the large-scale biological datasets that underpin modern life science research.

We are seeking an organised, proactive, and people-oriented team assistant to provide high-quality administrative and secretarial support jointly to the heads of EMBL-AI and the DSC, and the respective teams. This is a varied and visible role at the centre of two exciting, fast-moving programmes, offering the opportunity to work with a diverse international team and contribute to the smooth running of some of EMBL's most strategically important activities.

Your role:

You will serve as the primary administrative point of contact for both the Head of EMBL-AI and the Head of the DSC, as well as the operational teams, ensuring that both entities run efficiently and that their leaders are well-supported, well-informed, and well-prepared. You will work with considerable independence, exercising good judgement and maintaining the highest standards of professionalism and confidentiality.

Your responsibilities include (but are not limited to) the following:

• Manage the diaries of the Head of EMBL-AI and the Head of the DSC, coordinating schedules with key staff and ensuring that all necessary information and documentation is compiled and provided well in advance of meetings
• Arrange all travel and accommodation for both Heads, and manage the reimbursement of expenses, support travel arrangements for members of EMBL-AI and the DSC
• Act as first point of contact for general enquiries, both internal and external, ensuring that all matters are handled with the appropriate degree of priority and confidentiality
• Prepare correspondence, provide secretarial and word processing support, and maintain organised filing systems and office records, following up on outstanding actions
• Prepare visit programmes and organise internal and external events in close consultation with both Heads
• Ensure that all visitors are welcomed and dealt with polite and professional manner, and are accommodated into schedules effectively
• Act as minute secretary for meetings chaired by the Head of EMBL-AI and/or the Head of the DSC, ensuring that all actions are recorded and followed up
• Assist with the design and content of meeting agendas and coordinate the organisation and preparation of staff meetings
• Check outgoing reports and correspondence submitted for signature for accuracy, formatting, and presentation
• Ensure the timely delivery of input to reports and documents
• Support the Operations Teams of EMBL-AI and the DSC 
• Maintain contact with both Heads during absences from the office
• Perform any other duties as assigned by the Heads of EMBL-AI or the DSC

You have:

• Excellent secretarial, administrative, and organisational skills, with strong attention to detail
• Proven ability to manage complex, overlapping schedules and competing priorities efficiently and calmly under pressure
• A service-oriented attitude, good judgement, and a proactive work approach
• Excellent communication and interpersonal skills, with the ability to work effectively in a multicultural, international environment
• Ability to establish and maintain effective working relationships across diverse teams and functions
• Demonstrated ability to handle sensitive information with discretion and confidentiality
• Proficiency in Microsoft Office and standard office productivity tools
• An excellent command of written and spoken English

You might also have:

• Experience in an administrative or PA role within a research, academic, or international organisation
• Familiarity with EMBL's organisational structure or similar intergovernmental/non-profit environments
• Familiarity with AI tools for productivity use
• Fluency in other languages; German is particularly desirable for day-to-day interactions in Heidelberg
• Experience supporting multiple senior stakeholders simultaneously
• Familiarity with digital collaboration tools such as Zoom, Slack, or project management platforms

Why join us:

• A varied, central role supporting two of EMBL's most strategically important and fast-growing initiatives

• An international, inclusive workplace at one of the world's leading life science research organisations
• Competitive salary and comprehensive benefits, including pension, health insurance, and relocation support
• On-site facilities, including a childcare centre, sports facilities, and housing support for international staff
• Flexible working arrangements, including part-time options
• Comprehensive training and development programme

EMBL is an inclusive, equal opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. The remuneration package comprises a competitive salary, a comprehensive pension scheme and health insurance, educational and other family related benefits where applicable, as well as financial support for relocation and installation.

Contract length:

Three years, renewable to a maximum of nine years.

Starting date:
Flexible, preferably as soon as possible.

Salary:

Grade 4.0 (monthly salary starting from €3.704,83 before personal pension and insurance contributions, plus additional benefits).

Application process:

To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date.

Why join us

EMBL is curiosity-driven, community-oriented and international. As an inclusive, equal opportunity employer, we believe that diversity enables us to collaborate more effectively and be innovative in our approaches. We are, therefore, committed to creating an inclusive and flexible culture - one where everyone can realise their full potential and make a positive contribution to our organisation. 

We encourage applications from individuals who can complement our existing team – we believe that success is built on having teams whose backgrounds and personal experiences reflect the diversity of the populations that our science serves. We actively encourage applications from all genders and cultures, ethnic groups and all demographics to help us avoid perpetuating biases and oversights at this transformational point in our people strategy.

Enjoy lots of benefits:

• Financial incentives: Salary free of income tax, Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances

• Flexible working arrangements

• Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover)

• Generous time off: 30 days annual leave per year, in addition to public holidays

• Relocation package including installation grant (if applicable)

• Campus life: Free shuttle bus (Heidelberg), library, subsidised on-site cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely)

• Family benefits: Kindergarten (Heidelberg), 10 days of child sick leave, generous paid maternity/parental leave and monthly family & child allowances

• Benefits for international newcomers: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance.

• For detailed information please visit our employee benefits page here

What else you need to know

• International applicants: We recruit internationally and successful candidates are offered visa exemptions. Visit our International Applicants page, to find out more.

• EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here.

• Diversity and inclusion: At EMBL, we believe that diverse teams drive innovation and scientific excellence. We encourage applications from candidates of all genders, identities, nationalities and/or any other diverse backgrounds.

• How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date.

Closing Date