Administrative Assistant – Accelerator Systems Department

About the role

The Accelerator Systems Department (SY) at CERN seeks an Administrative Assistant to support the planning and administration of one of the laboratory’s largest technical divisions. Working closely with the Departmental Planning Officer and Administration Officer, you will ensure smooth administrative operations across the department.

Key responsibilities

• Coordinate departmental administrative activities, guaranteeing efficient service delivery and compliance with CERN rules.
• Support workforce planning and personnel administration throughout the employee lifecycle, including contracts, arrivals, departures, and travel.
• Maintain accurate planning, personnel, and budget data to aid resource management and decision‑making.
• Prepare reports, analyses, and management information while ensuring data quality and integrity.
• Manage departmental documentation and information systems, keeping records and planning tools up to date.
• Provide proactive, confidential administrative support to managers and colleagues.
• Contribute to continuous improvement of administrative processes and ensure service continuity.

Required profile

• Higher administrative diploma or equivalent relevant experience.
• Proven experience in administrative work within a team, preferably in an international environment.
• Experience supporting planning, budgeting or resource‑management activities.
• Demonstrated accountability, flexibility, teamwork, self‑management and effective communication.
• Fluent in spoken and written English or French, with a commitment to learn the other language.

Required skills

• Advanced Excel.
• Proficiency with office software packages (e.g., Microsoft Office).
• Personnel and material resources planning.
• Knowledge of administrative rules and procedures.
• Secretarial work.