Personal Assistant/Unit Administrator

Location: Heidelberg, Germany

Salary: EUR 3,812.27 or EUR 4,147.92 per month after tax, depending on salary level; pension and insurance contributions are excluded.

Company

hirify.global is an international, curiosity-driven scientific organisation focused on collaborative research and an inclusive working environment.

What you will do

• Manage the Director’s calendar, meetings, appointments, agendas, briefing materials, minutes, and follow-up actions.
• Coordinate internal and external meetings, visits, events, Heads of Core Facilities meetings, and Unit retreats.
• Act as a trusted point of contact for the Director, Unit, and internal and external stakeholders.
• Compile annual user metrics and statistics for presentations and documentation.
• Support recruitment logistics and scheduling for new hires.
• Oversee Unit administration, communications, invoices, purchases, travel, shipments, and reimbursements.

Requirements

• Relevant education, training, and work experience in administration or secretarial support.
• Excellent organisational, administrative, and office software skills.
• Fluent written and spoken English required.
• Discretion, confidentiality, accuracy, attention to detail, and the ability to manage multiple parallel tasks.
• Strong interpersonal, problem-solving, teamwork, and self-management skills.
• Intercultural competence and a service-oriented mindset.

Nice to have

• Good working knowledge of German.
• Experience in a fast-paced international or scientific environment.

Culture & Benefits

• Full-time employment with a three-year contract, renewable for up to nine years in total.
• Flexible working arrangements and an international, inclusive workplace.
• Private medical insurance, pension scheme, and additional insurance coverage.
• 30 days of annual leave plus public holidays.
• Relocation support, including an installation grant where applicable.
• Family allowances, childcare support, parental leave, campus facilities, shuttle transport, and sports and social activities.

Hiring process

• Submit a cover letter and CV through the online application system.
• Applications close on 02 November 2026 at 23:59 CET.