Administrative Assistant

What you'll do

Are you a organised, proactive and flexible Administrative Assistant, with a cooperative spirit and good software packages skills? Are you interested to collaborate on a range of administrative topics at the Department level and to assist the colleagues in a dynamic IT Department?

As an Administrative Assistant in the IT Secretariat Team, you will join a team of assistants and participate in the daily management of the secretariat office with special emphasis on information, communication, and organisational services. You will also assist the Space Manager in overseeing office refurbishment project.

Your responsibilities

Using digital tools efficiently and exploring ways to simplify, automate or improve administrative tasks (including through AI-assisted tools, where appropriate).
Handling day-to-day personnel and administrative requests (arrival, departure, missions, travel arrangements, expense claims and reimbursements) using CERN tools and systems.
Supporting the application of CERN administrative and personnel rules and procedures and learning to navigate the CERN regulatory framework with guidance from the team.
Acting as a first point of contact for routine administrative queries, knowing when and how to escalate more complex cases.
Taking ownership of small coordination tasks or mini-projects (e.g. office moves or refurbishment activities), with support from the team.
Collaborating with internal services and colleagues across CERN to support smooth administrative processes.
Contributing to IT onboarding and induction activities, including preparing material and helping deliver presentations for newcomers.
Maintaining and updating digital information (shared files, web pages, tables and records), ensuring information is accurate and easy to access.

Still here? Let's make a quick check about

Your profile

Early career profile in an administrative role.
Interest in administrative and personnel processes, with the ability and willingness to learn and apply rules and procedures with guidance.
At ease with digital tools and modern office software (e.g. Microsoft 365), and curious to explore new tools and ways of working.
Interest in using technology, including AI-assisted tools, to improve efficiency and simplify everyday tasks.
Organised, proactive and able to work autonomously on well-defined activities, while knowing when to ask for support.
Comfortable working in an international and multicultural environment.
Knowledge of personnel and administrative databases and associated tools would be an advantage.
First experience in coordinating small operational activities or logistical projects (e.g. office moves, refurbishments) would be an advantage.
Technical certificate or general secondary education or equivalent relevant experience in the field of Administration or a related field.

Your skills

Knowledge of administrative rules and procedures.
Customer service.
Use of office software packages.
Organisation, planning and control.
Has a structured and organised approach towards work; is able to set priorities and plan tasks with results in mind.
Shows courtesy and consideration in dealings with others.
Contributes to promoting a positive atmosphere in the team through an optimistic and constructive attitude; addresses issues.
Ensures that information, procedures and decisions are appropriately documented.
Is able to demonstrate flexibility whilst abiding by all applicable rules.
Spoken and written English, with a commitment to learn French.

Ideal start date: 01/04/2026

Contract duration: 24 month contract

Grade range: 3

Benchmark job: 5B0020 - Personal/Team Assistant

Job flexibility: Hybrid

Employment conditions

Work during nights, Sundays and official holidays, when required by the needs of the Organization.

Global Benefits at CERN

A minimum entry-salary of 5850 Swiss Francs per month (tax free), increasing in line with your years of relevant experience.
30 days of paid leave per year plus 2 weeks annual closure.
Coverage by CERN’s comprehensive health insurance scheme (for yourself, your spouse and children), and membership of the CERN Pension Fund.
Family, child and infant monthly allowances depending on your individual circumstances.
A relocation package (installation grant, removal, travel expenses) depending on your individual circumstances.
Possibility to extend your contract up to 8 years + eligibility for indefinite contract tenure.

Let's get you ready

Be sure to meet the eligibility criteria

You are a national of a CERN Member State or Associate Member State.
You have relevant qualifications and professional experience.
If you have previously held a Staff contract at CERN, you will not be eligible for these positions.
Please pay attention to the additional criteria and requirements for this specific position and mentioned above.

You will need these documents to complete your application

Your CV (English or French)
Any document you consider relevant to your application

Your CERNDepartment

The IT department delivers essential information technology services, including data processing, storage, and network support for CERN's experiments and infrastructure, while also driving innovation through advanced research and development.

Overview of CERN

Discover a world where the impossible is made possible!

At CERN, the European Organization for Nuclear Research, we are pushing the frontiers of science and technology. Our groundbreaking work brings together not only physicists but also a diverse range of professionals from engineering, technical, scientific, and administrative fields. Together, we foster an environment where innovation and collaboration thrive.

Every day, we face exciting new challenges and opportunities to contribute to cutting-edge research that shapes our understanding of the universe. We meet these challenges through the diverse perspectives within our teams, ensuring every contribution is valued and driving our shared sense of inclusion and purpose. Diversity is a core value of CERN since its foundation, and it remains central to our mission and continued success.

If you are ready to be part of a dynamic, inclusive community pushing the boundaries of knowledge, CERN is the place where your curiosity and skills can thrive. Be part of our mission to uncover what lies at the heart of the universe! TAKE PART!

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Still have a doubt ? Here are the most frequently asked questions

What should I expect during my first week at CERN?

Your onboarding at CERN includes a comprehensive induction programme, which starts with an official welcome session at the beginning of each month. In addition, you will receive important information both before and after your arrival to ensure a smooth transition into your new role. This process is designed to help you get acquainted with CERN’s environment, your team, and the tools and systems you’ll be using.
How big would the team be?

The size of the team you'll be working with at CERN depends on the specific role and department. Some teams are small and highly specialized, while others are larger and more interdisciplinary. During the interview process, you'll have the opportunity to learn more about the team structure for the position you are applying for.
What is the working language at CERN?

The working languages at CERN are English and French. However, it is not always mandatory to speak both languages to work at CERN. We offer language training to help you acquiring the other language.
What support does CERN provide for relocation?

CERN does not offer direct assistance with relocation. However, depending on your role and specific criteria, you may be eligible for certain benefits such as an installation allowance and coverage of travel expenses to join CERN. These benefits are designed to help ease the transition when relocating to the Geneva area. For more information, please consult the “Salary, Benefits and Support“ page.
Do I need a visa to work at CERN?

Whether you need a visa to work at CERN depends on your nationality and the duration of your stay. CERN assists with the necessary visa and work permit processes for its employees and visitors. The specific requirements will be communicated to you during the recruitment process.
What would my salary be?

Salaries at CERN are determined by a structured scale. Salaries are based on your role, qualifications, and experience, and are not subject to negotiation. Specific details will be provided as your application progresses. For more information, please refer to the dedicated page.