Administrative Assistant (IR-DS-RH-2025-180-LD)

At CERN, the European Organisation for Nuclear Research, physicists and engineers are probing the fundamental structure of the universe. Using the world's largest and most complex scientific instruments, they study the basic constituents of matter - fundamental particles that are made to collide together at close to the speed of light. The process gives physicists clues about how particles interact, and provides insights into the fundamental laws of nature. 

Introduction

Are you a rigorous and dynamic administrative assistant looking for position in an international environment? Do you have excellent communication skills in French? Then join CERN’s focal point for diplomatic relations with the Host State authorities (France and Switzerland) and make your contribution to the effective functioning of the Organization.

You will join the Host State Relations section (IR-DS-RH) in the International Relations sector, which liaises with public Administrations in the Host States, working closely with all CERN Departments and the Organization’s other Services.

Functions

As an administrative assistant, you will:

• Provide comprehensive administrative support to the IR-DS-RH section, including agenda management, correspondence, and duty travel arrangements.
• Organise internal and external meetings, events and visits.
• Draft e-mails, letters, minutes and presentations with Office software tools.
• Carry out the archiving of relevant information and records.
• Seek and receive official information, assist with the editing, proofreading, follow-up, and distribution of official documents.
• Work closely with CERN departments and interlocutors in the French and Swiss public administrations on situations requiring interactions with the Host States, such as visa issues, etc.
• Provide official information to internal and external interlocutors in relation to the Organisation’s rules and procedures.

Higher administrative diploma or equivalent relevant experience in the field of administration, legal matters, international relations or a related field.

Experience:

• Proven experience in administrative work within a team environment, ideally in a fast-paced international setting.
• Previous experience in paralegal or legal administrative functions would be considered a strong asset.

Technical competencies:

• Secretarial work;
• Use of office software packages: (Word, Excel, PowerPoint, Outlook);
• Text editing and proof-reading;
• Knowledge of administrative rules and procedures;
• Customer service;
• Event organisation and management.

Behavioural competencies:

• Demonstrating Accountability: working conscientiously and reliably; delivering on promises.
• Achieving Results: delivering high quality work on time and fulfilling expectations.
• Demonstrating Flexibility: adapting quickly and resourcefully to shifting priorities and requirements.
• Working in Teams: building and maintaining constructive and effective work relationships.
• Communicating Effectively: providing others with timely information.

Language skills:

Spoken and written both English and French.

Eligibility and closing date:

Diversity has been an integral part of CERN's mission since its foundation and is an established value of the Organisation. Employing a diverse workforce is central to our success. We welcome applications from all Member States and Associate Member States.

This vacancy will be filled as soon as possible, and applications should normally reach us no later than 21.09.2025 at 23:59 CEST.

Employment Conditions

Contract type: Limited duration contract (2 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position.

Working Hours: 40 hours per week

Job grade: 3-4

Job reference: IR-DS-RH-2025-180-LD

Benchmark Job Title: Personal/Team Assistant