Administrative Assistant (f/m/d)
Reference No.: QM 2025/10
At the IFOX Institute of the Helmholtz-Zentrum Berlin (HZB), we research specialized, ultra-thin materials and tiny structures made of metal oxides. We combine these with semiconductors—materials that can conduct electricity. Our goal is to develop highly energy-efficient technologies for information processing. We synthesize the materials, analyze them using advanced measurement techniques, and test how well they are suited for innovative computing applications—for example, so-called neuromorphic computers that mimic the human brain. As the Administrative Assistant (f/m/d) of the Head of the IFOX Institute at HZB, you will work in an international team, assisting the Head as well as PhD students and scientists with different administrative tasks.Your Tasks
- You coordinate and optimize administrative processes.
- You communicate confidently in German and English—drafting reports, handling correspondence, and managing phone calls.
- You maintain and update our internal databases.
- You actively support HR processes—from assisting in the recruitment of new talent to ensuring smooth onboarding and offboarding.
- You serve as the main point of contact for employees and guests, providing professional support.
- You plan and organize events, ensuring they run smoothly.
- You oversee procurement processes and ensure timely and cost-effective purchasing.
Your Profile
- Completed commercial training with proof of C2 language level in English or training as a foreign language correspondent or comparable skills
- Business fluent written and spoken German and English (C2 level)
- Confident handling of common office communication software, e.g. MS Office (Word, Excel, Outlook, PowerPoint)
- Confident handling of content management systems, e.g. Typo3, WIMS
- Knowledge in dealing with merchandise and ordering systems
- Basic commercial knowledge, especially in the fields of accounting, human resources, public procurement law and federal travel expenses law (BRKG)
Your Benefits
- Opportunity to contribute to the development of innovative materials and technological solutions for a climate-neutral future in cooperation with leading international researchers
- Commitment to diversity and sustainability through an inclusive working environment, promotion of diversity sensitivity and implementation of sustainable and climate-neutral methods
- Further development opportunities and training programmes
- Attractive remuneration through payment according to Public Service Wage Agreement (TVöD Bund)
- 30 days holiday/year
- Extensive additional benefits, such as company pension plan (VBL), subsidy for public transport (Deutschlandticket Job) and company sports programmes
- Good work-life balance through counselling services on family and career and flexible working time models: Flexitime, part-time, hybrid working
- And a team that is looking forward to meeting you!
Fixed term contract for 24 months. The salary is based on the Collective Agreement for the German Public Service (TVöD-Bund).
How to apply
We look forward to receiving your application via our application management system by 06.07.2025. For reasons of data protection regulations, we are unfortunately unable to consider applications that reach us by any other means (such as email or mail) in the application process.We very much want our workplace to be diverse, and welcome applications from people with different backgrounds. It is our mission to promote equal opportunities and to improve women’s representation in the workforce. We are therefore very interested in receiving applications from women. Where the qualifications are met, we will give preference to people with disabilities.
For German version, please click on the following link: German Version.