h3Position Summary / Context /h3pThe European Molecular Biology Laboratory (EMBL) is a world-leading international life sciences research organization with its main laboratory situated in Heidelberg, Germany and five laboratories at other sites in Europe.
In Italy, EMBL employs approximately 100 people involved in fundamental research and service activities in the area of epigenetics and neurobiology.
EMBL shares the Monterotondo Campus with the Italian National Research Council (CNR) Institute for Biochemistry and Cell Biology (IBBC).
/ppWe are seeking an Administrative Officer to join our team on a one-year temporary contract to cover an absence.
Working as part of a collaborative team of three Administrative Officers, the successful candidate will report to the Head of Unit and the Head of Administration, providing reliable and effective administrative support across a varied range of activities.
/ph3Your role /h3pbSupport to the Head of Unit: /b /pullipProvide high-level administrative and organizational support to the Head of Unit, managing a complex diary and coordinating schedules with internal and external stakeholders.
/p /lilipPlan and coordinate meetings and appointments, ensuring that relevant information, documentation and briefing materials are prepared and available in advance.
/p /lilipOrganize travel and process related travel expenses and reimbursements.
/p /lilipManage correspondence and follow up on actions and requests, ensuring that matters are handled according to their priority and with the appropriate level of confidentiality.
/p /lilipSupport committees and internal meetings,



including preparing documentation, coordinating logistics and taking minutes when required.
/p /lilipundefined /p /li /ulh3Finance and General Administration: /h3ullipSupport the Unit's day-to-day financial administration, including reconciliation of the credit cards.
/p /lilipPrepare and maintain financial and administrative documentation, forms, records and correspondence.
/p /lilipContribute to other administrative and finance-related activities as required.
/p /lilipundefined /p /li /ulh3Unit Administration: /h3ullipCoordinate travel arrangements and travel reimbursements for staff, including monitoring appropriate cost allocation and processing local travel invoices.
/p /lilipOrganize meetings, seminars, courses and conferences, both online and in person.
This may include scheduling, travel and accommodation arrangements, registration, preparation of materials, coordination of audiovisual requirements, minute taking and social activities.
/p /lilipCoordinate administrative arrangements for scientific visitors, seminar speakers, PhD student visits.
/p /lilipSupport Human Resources with the organization and logistics of staff recruitment and selection activities.
/p /lilipWork closely with the other Administrative Officers,



providing support and back-up for areas such as liaison and procurement activities when required.
/p /lilipTake on additional administrative responsibilities during colleagues' absences to ensure continuity of the Unit's activities.
/p /li /ulpThe role offers considerable variety, and priorities may change depending on the needs of the Unit.
You will therefore need to be comfortable balancing planned activities with requests that require a timely response.
/ph3You have /h3ullipAdvanced English and a good working knowledge of Italian, with the ability to communicate confidently and professionally in both languages.
/p /lilipRelevant professional experience in administration, ideally gained in an international or multicultural working environment with colleagues and stakeholders from a wide range of cultural and professional backgrounds.
/p /lilipExcellent organizational and time-management skills, with a demonstrated ability to priorities, manage multiple tasks and meet deadlines.
/p /lilipThe ability to work with a high degree of autonomy, taking initiative and proactively following tasks through to completion.
/p /lilipExcellent interpersonal and communication skills and a collaborative approach to working as part of a small team.
/p /lilipConfidence using standard office applications, including word processing, spreadsheets and database or records-management systems.
/p /lilipA careful and accurate approach to administrative and financial processes and documentation.
/p /li /ul #J-*****-Ljbffr

📌 Administrative Officer (Absence Cover) (Lazio)
🏢 Embl
📍 Lazio