Executive Assistant to ILL Associate Directors

Context
The Institut Laue-Langevin (ILL), situated in Grenoble, France, is Europe's leading research facility for fundamental research using neutrons. The ILL hosts over 2000 visits by scientists per year, who come to carry out world-class research. Are you interested in taking up a new challenge in our international institute?
In view of the forthcoming retirement of the current Executive Assistant to the ILL's Associate Directors, we are seeking a suitable candidate to fill this important position.
The ILL has two Associate Directors, who act, respectively, as Head of the Science Division and Head of the Projects and Techniques Division. Your role will be to assist the Associate Directors (currently of German and French nationality) in the organisation and coordination of the day-to-day running of their respective Divisions.
In accordance with the ILL's Internal Rules, the Director and Associate Directors are appointed for a period of 5 years, presenting an opportunity for the Executive Assistant role to evolve with the incoming management team (comprising directors from the UK, Germany and France).

Your tasks
Administrative Duties:
. Diary and inbox management; scheduling of meetings and appointments.
. Handling of phone calls, emails and other correspondence.
. Preparation and distribution of specific documents, reports, meeting minutes and other official communications (Director's Notes, Associates meetings, etc.).
. Effective task prioritisation and handling of urgent matters.

Operational Support:
. Organisation of business trips (travel arrangements, booking of accommodation, etc.).
. Assisting with the preparation of documents, presentations and meeting materials.
. Assisting with budget preparation.

Internal and External Relations Management:
. Ensuring an optimal flow of information both within and outside the Institute using the various communication channels available. External relations may include local and regional authorities, ministries and other neutron research centres.
. Welcoming and directing visitors; management of VIP visitor requests, including logistical arrangements.

Event Organisation:
. Coordination of internal and external events (seminars, conferences, etc.) in collaboration with the Director.
. Handling of logistical aspects of meetings and events, including room bookings and preparation of material.

You will work closely with the Executive Assistant of the ILL Director and replace him/her when necessary.

Your profile
. You have at least a foundation degree (bac+2 level) or a Bachelor's degree in Business Administration or other relevant field.
. You have a minimum of 5 years' experience in a similar role.
. You are highly organised with excellent time management skills.
. You are proficient in office software, particularly MS Office.
. You have strong oral and written communication skills in English and French; knowledge of German would be a plus.
. You are discreet, diplomatic and have a strong sense of confidentiality.
. You are capable of working under pressure and managing multiple priorities effectively.

What we offer
Quality of life - A hub for research and technology, the city of Grenoble is ideally located in the heart of the French Alps (just 3 hours from Paris/Provence by train, 1 hour from Lyon international airport and 1 ½ hours from Geneva). It is important for us that our staff achieve a healthy work-life balance. We therefore offer home working (under certain conditions), generous annual paid leave entitlement and a host of other benefits that you will discover when you arrive!

Prospects - We guarantee you a stable permanent position in a multicultural scientific environment.

Benefits - We offer generous social benefits (expatriation allowance, excellent health cover), moving and relocation assistance (under certain conditions) and an annual productivity bonus. We also offer language courses for you, your partner, subsidies for the use of public transport and the staff canteen, as well as for holidays, and a variety of cultural and sports activities.

Interested?
Then why not take your next career step with us by applying online - preferably in English - via our career portal by 13.10.2024, quoting reference number 24/35.
Please note that all applicants are subject to administrative screening (background checks). For this post, medical fitness for work is required.
We are committed to equal opportunities and diversity and therefore welcome applications from all suitably qualified candidates