Assistant to the Scientific Director HI-TAC (m/f/d)

The Helmholtz Institute for Translational AngioCardioScience (HI-TAC) is a branch of the Max Delbrück Center on the campus of Heidelberg University. The Max Delbrück Center and the Mannheim and Heidelberg Medical Faculties of the University of Heidelberg jointly founded HI-TAC. HI-TAC will develop a unique systemic approach in the emerging field of cadiovascular communication biology, which is operationally designated as AngioCardioScience. Translational research at HI-TAC aims at developing a new scientific program centered on communication biology and dedicated to understanding cardiovascular functions on a systemic level during homeostasis, aging and pathological conditions. It will exploit its findings in the area of cross-organ interactions for the development of translational applications.

HI-TAC is currently in the build up phase and will provide a modern place for 100 scientists to conduct research and work in Heidelberg and Mannheim. Join our team and build up the HI-TAC together with the Max Delbrück Center and the University of Heidelberg.

Our institute is an internationally recognized research center with a collaborative and interdisciplinary environment. To support our Scientific Director for HI-TAC in her daily administrative responsibilities, we are seeking a reliable and well-organized Assistant who enjoys working in an international academic setting.

Job Description

• provide comprehensive administrative support to the Scientific Director in both German and English
• independently manage and coordinate the directors’ office, including complex calendar scheduling, correspondence, email and phone communication, video meetings, filing and document management
• prepare and follow up on meetings and events, including drafting presentations, compiling documents and taking minutes
• coordinate and support national and international guests and collaborators
• organize domestic and international business travel, including booking and reimbursement procedures
• assist with HR-related administrative processes (e.g. preparation of documents for recruitments, contract extensions and guest appointments)
• support budget-related and procurement procedures
• act as an interface between the directors, scientific departments and administrative units

Requirements

• completed vocational training in office management, administration or a comparable qualification
• fluent German and English skills, written and spoken (essential requirement)
• previous experience in an administrative or assistant role, ideally within a scientific, academic or public-sector environment
• confident use of MS Office and common digital communication tools
• strong organizational skills and the ability to manage multiple priorities
• reliable, structured and service-oriented working style
• high level of discretion and professionalism
• ability to quickly adapt to administrative processes in a scientific environment

We offer

• international working environment with communication in English and German
• interesting career opportunities and a range of opportunities for further qualification and training
• Compatibility of family and career certified by the workandfamily audit (“berufundfamilie audit”)
• a remuneration in accordance with the collective agreement for the federal public service (TVöD-Bund), including additional company pension schemes
• flexible working hours
• Subsidy for the Deutschlandticket