Administrative Assistant (EP-AGS-2026-85-LD) at CERN

Geneva, Geneva, Switzerland -

Full Time

Start Date

Immediate

Expiry Date

08 Jul, 26

Salary

0.0

Posted On

09 Apr, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer service, Administrative support, Database management, Records management, Correspondence preparation, Office software, Data entry, Archiving, Secretarial work, Interpretation of rules and procedures, Communication, Teamwork, Flexibility

Industry

Research Services

Description

Company Description 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. Job Description Introduction Join CERN’s Experimental Physics Department as an Administrative Assistant in the Users Office, where you will support guest scientists by managing registrations, contracts, and official documentation while providing front-line customer service. You will ensure smooth administrative operations by handling inquiries, maintaining records and databases, preparing correspondence, and facilitating scientists’ integration in compliance with CERN procedures. Functions Provide customer service support to CERN guest scientists within the Users Office, notably to register them and facilitate their integration upon arrival. Manage daily administrative tasks including registrations, personnel contracts, and Host State documentation (requests and extensions). Act as a key point of contact for visiting scientists (in person, email, and phone). Use electronic tools to process registrations and maintain records. Deliver general administrative support in line with CERN rules and procedures. Ensure the processing, follow-up, and control of various administrative electronic and paper documents and record archiving. Enter all relevant information into the appropriate CERN databases. Prepare correspondence and documentation according to requirements, including minutes writing. Replace other team members in their absence. Qualifications Technical certificate or general secondary education or equivalent relevant experience in the field of General Administrative Support or a related field. Experience: Demonstrated experience in administrative service(s) or secretariat(s), preferably including service provision to a large community of customers coming from various countries. Proven background in the interpretation of rules and procedures as well as in their application. Proficient in using a diverse set of modern office computing tools and ability to maintain and archive data and documents. Experience in customer service and support. Technical competencies: Customer service. Archiving and records management. Secretarial work. Use of office software packages. Knowledge of administrative rules and procedures. Behavioural competencies: Achieving Results: delivering prompt and efficient service taking into account customer needs. Building Relationships: showing courtesy and consideration in dealings with others. Working in Teams: understanding when teamwork is required to achieve the best results; including others accordingly and sharing information. Communicating Effectively: checking to ensure that the message has been well understood. Demonstrating Flexibility: being willing to work on different projects simultaneously. Language skills: Spoken and written English, with a commitment to learn French. Additional Information 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 07.05.2026 at 23:59 CEST. Employment Conditions Contract type: Limited duration contract (3 years). Subject to certain conditions, holders of limited-duration contracts may apply for an indefinite position. Working Hours: 40 hours per week Job Flexibility: Fully Onsite Job grade: 3-4 Job reference: EP-AGS-2026-85-LD Field of work: Support Services (Finance, HR, Legal, Procurement) Benchmark Job Title: Personal/Team Assistant Global Benefits A competitive salary (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. 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! More information about us, here: careers.cern

Responsibilities

Provide administrative support to guest scientists by managing registrations, contracts, and official documentation. Act as a primary point of contact while maintaining accurate records and databases in compliance with organizational procedures.