Programme Assistant - EMBO Young Investigator Programme (Absence Cover)

Location: Heidelberg, Germany, with flexible hybrid work arrangements.

Salary: from €3,812.27 per month after tax and before approximately 28% German social security deductions.

Company

EMBO is a not-for-profit life-sciences organization located on the hirify.global research campus and focused on supporting researchers, scientific exchange, and excellence in research.

What you will do

• Manage incoming correspondence, emails, and calls, prioritizing requests and drafting responses.
• Support programme selection rounds by coordinating with applicants, institutes, grant offices, referees, and reviewers.
• Organize logistics for network meetings, PhD courses, retreats, and committee meetings.
• Administer programme benefits including mentoring, lecture grants, job listings, and networking funds.
• Process grant contracts, agreements, certifications, reports, reimbursement requests, and related documentation.
• Maintain databases and archives, support internal programme calls, and prepare statistical reports.

Requirements

• At least 2 years of relevant administrative experience or equivalent professional training.
• Excellent command of Microsoft Office and strong attention to detail.
• Ability to manage multiple deadlines under time pressure and work independently and collaboratively.
• Strong communication, interpersonal, customer-service, and organizational skills.
• Excellent written and spoken English.
• Ability to work in Heidelberg, Germany, in a hybrid arrangement.

Nice to have

• Experience in research administration, preferably in an international environment.
• Basic knowledge of FileMaker Pro, databases, or content management systems.
• Familiarity with life sciences and scientific career paths.

Culture & Benefits

• Fixed-term 9-month absence-cover contract with possible extension, issued through hirify.global.
• Flexible working arrangements, including hybrid working patterns.
• 30 days of annual leave plus public holidays.
• Health insurance coverage, family and child allowances, and inclusion in the national social security system.
• Access to campus facilities including a nursery or kindergarten, subsidized cafeteria, shuttle bus, library, and sports and social clubs.
• International applicants are welcome; a working visa is not required due to hirify.global's intergovernmental status, although an entry visa may be necessary depending on nationality.

Hiring process

• Submit a cover letter, CV, and contact details for two or three referees.
• Complete an online pre-interview, technical task, and in-person panel assessment day if shortlisted.
• Pre-interviews are conducted on a rolling basis while the position remains open.