Administrative Assistant (EP-AGS-SE-2019-131-LD) in Meyrin, Switzerland

Functions

As Administrative Assistant in the secretarial support Section, you will, among other things:

  • Act as first-line support concerning the visiting physicists' queries in contact with relevant services inside and outside CERN;
  • Provide administrative and secretarial services associated with scheduling and coordinating meetings and events;
  • Assist in the preparation and follow-up of documentation and correspondence including their publication and circulation;
  • Contribute in the update of the databases and the web sites of CERN and the experiment(s), in collaboration with the CERN’s User Office and collaborating Institutes;
  • Provide administrative support for the follow-up of financial matters related to orders and payments of various nature;
  • Maintain physical and electronic documents, web pages, shared files and records to provide up-to-date information;
  • Make sure that CERN's different rules and procedures are respected and correctly applied in different situations;
  • Replace other assistants during their absences.

Technical certificate or general secondary education or equivalent relevant experience in the field of administration or a related field.

Experience:

  • Demonstrated experience in an administrative service or secretariat in an international environment.

Technical competencies:

  • Customer service.
  • Secretarial work.
  • Archiving and records management: scientific information and document management.
  • Use of Office software packages: knowledge of SharePoint and/or Drupal software would be an advantage.

Behavioural competencies:

  • Working in teams: contributing to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addressing issues.
  • Communicating effectively: demonstrating a pro-active approach to resolving differences; addressing issues of conflict constructively; providing others with timely information.
  • Demonstrating flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
  • Demonstrating accountability: presenting information accurately and objectively; working conscientiously and reliably; delivering on promises; maintaining confidentiality.
  • Achieving results: having a structured and organised approach towards work; being able to set priorities and plan tasks with results in mind.
  • Managing self: working well autonomously; taking on activities and tasks without prompting.

Language skills:

  • Spoken and written English and French: the ability to understand and communicate in both languages in professional contexts as well as draft texts for publications and official communications.
  • Any additional language knowledge will be considered an asset.

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