Department Assistant (f/m/d)
The Department of Archaeology at the Max Planck Institute for the Science of Human History draws upon field and laboratory approaches in archaeology to undertake cutting-edge research into our species’ past. Our active and growing department seeks a Department Assistant (f/m/d) to start as soon as possible.
We are looking for a highly motivated and enthusiastic individual with strong communication and people skills who enjoys taking on challenges and working towards flexible solutions. You will be part of a team of international scientific and administrative colleagues, who will work together to strengthen interdepartmental communication and overall organization, support our programme of teaching and training, and manage major research projects and initiatives.
You will perform skilled clerical work and provide general secretarial and administrative support to the Department of Archaeology and the Department’s Director. Responsibilities include administrative tasks such as organizing meetings, travel, and other events, and communicating with scientific, administrative and financial sections of the Institute. The Department offers a diverse and multicultural setting, welcoming students, staff and visitors from around the world. The Department Assistant will support staff in managing multiple programmes and collaborations, with Friedrich Schiller University, within the Max Planck Society, and with research organisations globally.
This position is ideal for someone with strong organization and people skills who enjoys taking on challenges and is able to effectively prioritize work assignments as they come in, work cooperatively, and problem-solve a broad range of issues.
- Administrative, organisational, and managerial support of the Department of Archaeology.
- Basic administrative tasks – e.g., responding to emails and enquiries, agenda scheduling, sending out notices, booking rooms, managing the Department’s calendar, filing and organisation of file systems.
- Supporting the Director in the management of the Department, and with a broad range of activities and scheduling needs.
- The taking of detailed minutes, in English or German, in meetings relating to administration and research.
- Assistance with the organisation of travel – flights, visas, research permits, accommodation, etc.
- Organisation of meetings, workshops, and major conferences.
- Support of foreign employees and guests in finding accommodation, fulfilling legal residence requirements, and with administrative and related matters.
- Translation (German/English and English/German).
- Website updating, database creation, and maintenance.
- Processing purchase requests and expense claims.
- Assistance with PowerPoint presentations and scientific illustrations.
- Interfacing with scientific, administrative, and financial sections of the Institute.
- Exceptionally strong organizational skills, high self-motivation and team spirit.
- Strong command of written and spoken English and German.
- Completion of training as a foreign language secretary and/or completion of a relevant other degree.
- Experience in secretarial, personal assistance, office management and organisation.
- Absolute reliability and a strong sense of responsibility.
- Ability to work independently and take initiative.
- Openness and an interest in learning new tasks and skills.
- Ability to multi-task, find creative solutions to problems when necessary, and meet tight deadlines.
- Very good knowledge of MS Office (Word, Excel, Outlook, PowerPoint).
- Previous experience in a research/academic environment.
- Proficiency with graphics, presentation and bibliographic programs.
- Proficiency at photography.
- Local knowledge.
We offer an interesting and challenging position in a competitive, dynamic, and stimulating international research environment. Remuneration will follow the public service pay scale (TVöD), according to qualification and experience. In addition, social benefits are paid according to the regulations of the Civil Service. The fulltime-position is initially limited to two years.
The Max Planck Society is committed to employ more handicapped individuals and especially encourages them to apply. The Max Planck Society also seeks to increase the number of women in areas where they are under-represented and therefore explicitly encourages women to apply.
Please submit your application in English until February 13 using the link below: