Administrative Assistant for Research Group

The IIASA is recruiting a strong candidate to provide administrative support associated with project and research group coordination, and day to-day administration activities and various other associated office routines (full-time or part-time).

Main tasks and responsibilities

The administrative assistant works with other IIASA staff to support the respective program or research group with general office duties and administrative tasks including but not limited to:

• Providing general administrative support, and carrying out a variety of office duties for members of the research program e.g., program directors, research group leaders, project officers, and program and project officers.
• Assisting with travel arrangements for program staff and visitors, and assist with related administration workflows (e.g. visitor authorizations, conference authorizations, travel reimbursements, procurements, online room bookings, etc.).
• Assisting with the organization of group and project events, meetings, workshops, conferences, etc.
• Providing support with internal and external communications, dealing with routine correspondence.
• Assisting with maintaining program databases (e.g., contacts and publications) and with the maintenance of the program web pages for the IIASA website.
• Assisting with provision of office equipment and supplies.

experience and skills

• Some related work experience in a similar, preferably international environment.
• Full fluency in English with strong text editing skills; a good working-level of German advantageous.
• Excellent interpersonal and communication skills, and proven ability to work and as part of a multicultural team with colleagues from diverse backgrounds.
• Strong organizational and priority-setting skills.
• Experience organizing and planning conferences and events.
• Very good attention to detail, even when carrying out routine and/or repetitive tasks.
• Strong IT skills, including advanced use of MS Office products; experience with web content management systems advantageous.
• Flexible working attitude and willingness to take on other tasks to benefit the program/institute.

appointment terms

The selected candidate should be available to take up the position as soon as possible in 2025. We offer an initial fixed-term employment contract for one year with the intention to extend to an open- ended contract thereafter (by mutual agreement).

We are open to considering both full-time and part-time candidates for this position. Please indicate your preference for either full-time or part-time (and number of hours per week) in your application.

The place of work is IIASA in Laxenburg, near Vienna, Austria.

This position does not qualify for relocation allowances or home leave.

WE OFFER

An annual, gross salary which is exempt from income tax in Austria and negotiable, based on the skills and experience of the selected individual but will be at least EUR 33,990.00 for full-time working (40 hours per week).

IIASA salaries are:

• Subject to deductions for health insurance and/or social security.
• Not directly comparable with other employers in Austria, due to the unique legal status and privileges granted to IIASA.
• Subject to the principle of income aggregation (Progressionsvorbehalt in German).

Further Benefits

• Educational subsidies for children of school age enrolled in private schools in Austria.
• A generous annual leave entitlement.
• More information .

About IIASA

IIASA is committed to a working environment that promotes equality, diversity, tolerance and inclusion within its workforce. This is reflected in our and the . We encourage qualified candidates from all religious, ethnic, and social backgrounds to apply. In the case that candidates are equally qualified, preference will be given to applicants from countries where IIASA has a .

Further Information

For further information about this opportunity please contact:

or

For general information about employment at IIASA, please contact:

Applications

To apply for this opportunity, you will need to provide the following documents in English:

• A cover letter outlining your motivation for and fit to the position.
• Your Curriculum Vitae or Resume.