Event Management and Administrative Assistant (ATS-DO-2024-149-LD)

At CERN, the European Organization 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. Find out more on http://home.cern.

Introduction

As an Event Management and Administrative Assistant within the dynamic CERN Project Office, you will become a vital part of the FCC Feasibility Study Core team. Your role will be crucial in supporting both project organization and the coordination of exciting regional events.

If you are looking to contribute to a high-impact project within a world-renowned organization, this opportunity is perfect for you! Take part!

Functions

We are seeking a highly skilled administrative assistant fluent in English, with the ability to communicate confidently in professional settings. Your excellent writing skills will enable you to produce high-quality publications and official communications, while your strong presentation abilities will allow you to deliver impactful presentations.

You will:                                                                                                                              

• Ensure compliance with organizational rules and procedures, providing accurate information and handling confidential communications (emails, letters, reports, presentations);
• Draft and archive reports, manage communications, and coordinate information flow;
• Organize working group sessions with external partners, as well as FCC Collaboration events, conferences, and workshops both at and outside CERN;
• Plan outreach and educational activities, fostering engagement with various stakeholders;
• Coordinate with CERN Procurement for tenders, selecting suppliers, and negotiating optimal contracts for event support and study management;
• Oversee contract specifications, ensuring financial compliance and effective management;
• Compile and critically review reports for funding agencies, synthesizing input from technical experts.

Higher administrative diploma or equivalent relevant experience in the field of administration, event management, public relations or a related field.

Experience:

• Demonstrated experience in an administrative service or secretariat in an international environment;
• Proven experience in event organisation.

Technical competencies:

• Customer service;
• Event organisation and management;
• 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:

• Demonstrating accountability: working conscientiously and reliably; delivering on promises; maintaining confidentiality.
• Achieving results: producing comprehensive work / project plans taking into account resources and contingencies; having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
• Communicating effectively: expressing opinions, ideas and suggestions with conviction and in a logical/structured manner; keeping to the point; listening actively to others and letting others speak.
• Working in teams: building and maintaining constructive and effective work relationships.
• Working in the Interest of the Organization: accepting and complying with strategy and directions from hierarchy; voicing support for the Organization and its goals; talking about CERN in a positive way; behaving consistently with CERN's values and goals.

Language skills:

Spoken and written English in professional contexts; Spoken and written French in professional contexts or a willingness and commitment to learn.

Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its foundation and is an established value of the Organization. Employing a diverse workforce is central to our success. We welcome applications from all Member States and Associate Member States.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than November 11th, 2024 by 23:59.

Employment Conditions

Contract type: Limited duration contract (5 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

This position involves:

• Work during nights, Sundays and official holidays, when required by the needs of the Organization.

Job grade: 3-4

Job reference: ATS-DO-2024-149-LD

Benchmark Job Title: Personal/Team Assistant