About this position
EMBL-EBI is looking for four experienced PA/Section administrators. The successful candidate will act as a PA to the Section Head and provide administrative support for the Section’s Team Leaders and personnel within a Section. The successful candidate will also have line management responsibilities for the Section’s administrative staff (typically one person) and will report to the Section Head.
Your roleProvide PA support to the Section Head including: diary management and planning email support minuting meetings document drafting and formatting tracking of deadlines Manage the Section’s administrative staff Provide support to the Section’s Team Leaders and groups in organising meetings conferences, scientific advisory boards, retreats and other events. Organise the Section’s travel arrangements, including booking of flights, accommodation, taxis and reimbursement of costs. Manage the diaries for the Section’s Team Leaders. Maintain appropriate records (financial, meetings, people within a Section etc). Reconcile the Section’s credit cards Ensure Section staff travel reimbursement claims are processed promptly through SAP. Maintain Section annual leave records. Process Section orders through SAP purchasing Support visitors to the institute, which may include assisting them with travel arrangements and travel reimbursement. Manage the transition of new team members Manage allocation of office space and furniture/hardware to personnel Take telephone calls, relay messages as appropriate, receiving visitors, redirecting queries. Support the Section Head and Section administrative staff in improving administrative and reporting processes
The ideal candidate should have proven experience within an administrative position, preferably as a PA/Admin to a senior member of staff and must be confident in their ability to deal with tasks for a demanding group of 85-120 people. The ability to manage complex teams and working with international partners would be a distinct advantage. Line management experience is preferred as is minuting experience.
The post holder will be able to demonstrate a good knowledge of Windows, MS office applications, email, google documents and diaries and Web applications. They should be confident in their ability to learn how to use new software and applications as the need arises.
The successful candidate should have excellent organisational, interpersonal and communication skills and a proven ability to prioritise given an international, complex and diverse working environment. The ability to work independently and to tight deadlines, and to use initiative is essential. They will also need to demonstrate the ability to work as part of a team of administrators.
You might also have
SAP and FileMakerPro software experience is useful, but training will be provided.