At EMBL's European Bioinformatics Institute (EMBL-EBI), we help scientists realise the potential of 'big data' in biology, exploiting complex information to make discoveries that benefit humankind. Team Administrator - Directors Office (Absence Cover) We have a 12 month absence cover for our prestigious Directors Office at EMBL-EBI. We are needing someone to join in January 2025 therefore we require a candidate who is available immediately. Your role Reporting to the EA to the Deputy Director General EMBL & Director EMBL-EBI, your main responsibilities in this varied position will include: Supporting Directors' Office meetings and events as directed-including sourcing/booking event spaces, organising catering; and coordinating local, national and international travel and accommodation for both internal colleagues and external guests of the institute. Managing the Distinguished Lecturer Seminar Series - including initiating annual call for speaker nominations and the scheduling, communicating and supporting of seminars Researching and booking travel and accommodation for the wider Directors' Office team, Director's Research Group, Communications, Strategy and External Relations. Updating EMBL-EABI's FileMaker system with Directors' Office travel and events information Researching and booking travel and accommodation for the Directors Preparing travel itineraries for the DDG EMBL & Director EMBL-EBI as directed by the EA Pro-active processing of expense reimbursements (via SAP) for the Directors and the wider Directors' Office team, Director's Research Group, Communications, Strategy and External Relations Facilitating expense reimbursements to EMBL-EBI from Director visits to host organisations Monthly reconciliation of the Directors' Office credit card and associated bookings Processing equipment and supplies orders for the Directors' Office through the SAP purchasing system Monitoring Directors' Office stationery and catering stocks and ordering replenishments via the SAP purchasing system Other duties including updating the Directors' Office intranet pages Coordinating the Directors' electronic Christmas card distribution; and organisation and archiving of files and folders on the Directors' Office drive Providing periodic cover and support to other members of the Directors' Office team as required i.e. including calendar management Grading: Grade 3 - salary £2,767 per month tax free, national insurance class 1 contributions to be paid We are looking for a service orientated individual, with strong attention to detail to support EMBL-EBI's most senior members of personnel. In return we offer a friendly, professional, and supportive working environment and an exciting opportunity to play a key role in day-to-day activities of the EMBL-EBI Directors. To be successful in this role you will bring: previous experience providing administrative support, including travel and events organisation exceptional organisational and interpersonal communication skills a proactive and flexible approach to work and the ability to prioritise and work calmly under pressure to meet deadlines the ability to be adaptable to change and able to pick up new IT systems quickly the ability to work independently, as well as part of a team, and to use your initiative to provide solutions to queries as they arise a positive "can do" approach to work Experience using the full Google Suite of platforms This is an exciting position, working alongside EMBL-EBI Senior Management Team and one which provides a window into the workings of the wider EMBL institute. As such, you will also be able to demonstrate professionalism, confidentiality and discretion. You might also have Previous administrative experience gained within an academic or research environment Do something meaningful At EMBL-EBI you can apply your talent and passion to accelerate science and tackle some of humankind's greatest challenges. EMBL-EBI, part of the European Molecular Biology Laboratory , is a worldwide leader in the storage, analysis and dissemination of large biological datasets. We provide the global research community with access to publicly available databases and tools which are crucial for the advancement of healthcare, food security, and biodiversity. Join a culture of innovation We are located on the Wellcome Genome Campus , alongside other prominent research and biotech organisations, and surrounded by beautiful Cambridgeshire countryside. This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are committed to ensuring our employees feel valued, supported and empowered to reach their professional potential. Enjoy lots of benefits: Flexible working arrangements Generous time off: 30 days annual leave per year, in addition to eight bank holidays Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely) Family benefits : On-site nursery, child sick leave and holiday clubs on campus Join our diverse team and help power the next generation of discoveries in the life sciences. "People get satisfaction out of seeing their work make a difference, so I encourage my team to look at outcomes and impact." Gemma Wood, Head of Communications What else you need to know Contract Type: Supernumerary - this contract type will be required to pay class 1 National Insurance Contributions Contract duration: This position is a 12 month absence cover. Diversity and inclusion : At EMBL-EBI, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ+ and individuals from all nationalities. EMBL is a signatory of DORA. Find out how we implement best practices in research assessment in our recruitment processes here . Job location: This role is based in Hinxton, near Cambridge, UK. How to Apply : To apply please submit a cover letter and a CV through our online system. Interviews , will happen remotely week commencing 2 December 2024 With outstanding technical infrastructure and a flexible working style, EMBL-EBI is a medium-sized organisation with a small-company feel. We value your skills, wherever you may come from and we offer a generous benefits package to support you. Join an inclusive community of 850+ employees from over 78 countries and get unparalleled support with visa sponsorship. #J-18808-Ljbffr