Helmholtz Zentrum München is a research center with the mission to discover personalized medical solutions for the prevention and therapy of environmentally triggered diseases and promote a healthier society in a rapidly changing world.

News on the Corona pandemic
We continue to recruit and are looking exactly for you. To this end, we have adapted our recruitment process to ensure the greatest possible health protection for both our applicants and our employees. After successfully reviewing your application documents, we will invite you to a friendly video call or telephone interview, no special devices needed. Here we simulate a face-to-face interview situation in order to get to know you better. Fight with us against the spread of environmentally related diseases and apply now.

Germany’s largest research organization, the Helmholtz Association, launches Helmholtz AI: This dedicated, interdisciplinary platform will compile, develop, foster and promote applied artificial intelligence (AI) methods nationwide for all Helmholtz centers in collaboration with its external and university partners. Its central unit is currently being implemented in Munich, one of Germany's major hubs for applied AI, at the Helmholtz Center Munich.

In order to strengthen our office team, we are looking for two

Team Assistants for Helmholtz AI (f/m/x)

Image (close to) full time
Image Neuherberg near Munich
Image Professionals

The overall purpose of this job is to provide high-quality operational assistance to the management and scientific leadership of Helmholtz AI, to ensure the efficient handling of daily administrative matters, and to serve as a point of reference. You will join a growing unit in a dynamic environment. This role is crucial to the smooth running of Helmholtz AI and for nurturing the open and international culture that we have established.

Your will

  • act as the first point of contact for staff, external partners and visitors
  • support the hiring process (e. g. interview organisation, communication with applicants, handling of application documents and on-boarding of new hires)
  • execute general secretarial tasks, e. g. dealing efficiently with communications and correspondence; agenda, travel and visitor management as well as ordering
  • use your own initiative to independently prioritise and manage complex tasks and deal confidently with unforeseen and urgent changes
  • support the regular oversight, forecasting and control of budgets and regular reporting
  • arrange and minute high-level board and committee meetings
  • support, organise and maintain a range of own projects including e. g. seminars, public engagement activities, website and social media
  • assume responsibility for employee flexitime system and holiday planning
  • adapt existing and define new standard operating procedures
  • work in and nurture our friendly, cooperative environment where everyone’s contribution is valued

You have

  • training as a multilingual assistant or completed commercial apprenticeship (kaufmännische Ausbildung) or a similarly qualifying training like a bachelor degree, e.g. in business fields
  • work experience in a similarly demanding role for a minimum of 2 years
  • a service-minded and proactive approach
  • exceptional organisational, prioritisation and time-management skills
  • excellent communication and interpersonal skills
  • a professional and reliable work style
  • experience in project management as well as basic budgeting, controlling and reporting
  • very good working knowledge of MS-Office applications
  • excellent spoken and written English and German, in formal documents, letters, emails and other communications
  • Additional preferred competences:

    • experience in communication with international scientists/guests on all levels of seniority would be a plus
    • experience in a new and fast-growing institution or company would be an advantage
    • experience in event management is considered as a plus

What we offer you

goal-orientated professional development Image
compatibility of private life & work Image
flexible working hours, flexitime, without core times
30 days vacation per year Image
in-house health management Image
Image a nursery directly at the campus
Image Elder Care & further consultation offers
Image company pension scheme
Image discounted job ticket (MVV and DB)
Image mobile work

Munich, with its numerous lakes and its vicinity to the Alps, is considered to be one of the cities with the best quality of life worldwide. With its first-class universities and research institutes it offers an intellectually stimulating environment.

Remuneration and social benefits are based on the collective wage agreement for public-sector employees at federal level (TV EntgO Bund). Both positions are full-time, but under certain conditions a close to full-time contract can be discussed. The position is (initially) limited until 31.12.2022.

To promote diversity, we welcome applications from talented people regardless of cultural background, nationality, ethnicity, gender and sexual identity, physical abilities, religion and age. Qualified applicants with physical disabilities will be given preference.

If you have further questions, simply contact Meike-Jana Kalb on +49 89 31873996, who will be happy to be of assistance.
Helmholtz Zentrum München
Deutsches Forschungszentrum für Gesundheit und Umwelt (GmbH)
Helmholtz AI
Ingolstädter Landstraße 1

85764 Neuherberg near Munich

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