Research Administrative Assistant – Operations Support

About the role

We are looking for a highly organized Administrative Assistant to support the Director of Research Operations, the Project Director of the ImmunoGlobe Initiative and the broader scientific facility at BIIE. The role sits at the operational core of cutting‑edge immune‑engineering research, providing administrative and operational assistance without requiring a scientific background.

Key responsibilities

• Draft, proofread and format correspondence, meeting materials and presentations for senior directors.
• Maintain organized digital filing systems and shared document repositories across initiatives.
• Liaise with internal teams (Finance, HR, Communications) and external partners as instructed.
• Manage complex, dynamic calendars across multiple time zones and coordinate internal and external meetings, including agenda preparation and follow‑up.
• Arrange domestic and international travel, handling flights, accommodation, ground transport and visa requirements.
• Organise seminars and events from concept to execution.
• Process expense reports and reimbursements in line with institutional policies.
• Coordinate room bookings and support ordering of office supplies and consumables.
• Collaborate with other assistants and the broader admin team to ensure smooth day‑to‑day operations.

Required profile

• Commercial apprenticeship (kaufmännisches EFZ) or a business‑school degree (HWZ, HF, FH or equivalent).
• 2–4 years of professional experience as a team assistant, office manager or similar role, preferably in a research environment.
• Outstanding organisational skills with a structured, methodical approach to competing priorities.
• Proactive thinker able to anticipate needs and make sound judgments under time pressure.
• Excellent written and verbal communication in both German and English.
• Discretion and professionalism when handling sensitive or confidential information.

Required skills

• Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Google Workspace.
• Basic use of AI tools such as ChatGPT or Claude.

What we offer

• A varied and meaningful role at the operational heart of cutting‑edge immune engineering research.
• A collaborative, international team environment.
• Exposure to a scientific setting without the need for a scientific degree.