Research Administrative Assistant

Job description

Position Overview We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide dedicated administrative and operational support. This position sits at the operational core of BIIE’s research activities. It supports the Director of Research Operations, the Project Director of the ImmunoGlobe Initiative as well as the wider Scientific Facility. While the role is primarily administrative in nature, the successful candidate will be working at the interface of science and operations. No scientific background is required, but intellectual curiosity and an affinity for working in a research setting are a strong plus. Tasks Administrative and Project Support Draft, proofread, and format correspondence, meeting materials, and presentations on behalf of the directors. Maintain organized digital filing systems and shared document repositories for projects across the initiatives. Liaise with internal teams (Finance, HR, Communications) and external partners as instructed. Calendar and Schedule Management Manage complex, dynamic calendars including scheduling across multiple time zones and with international collaborators. Coordinate internal and external meetings, including preparation and follow-up of agendas and action items. Travel, Event and Expense Management Arrange domestic and international travel for the directors and members of their research teams, including flights, accommodation, ground transport, and visa requirements. Organize internal seminars/events, from conceptualization to execution. Process and track expense reports and reimbursements in line with institutional policies. Office and Facility Management Coordinate room bookings across BIIE’s facilities. Support the ordering of office supplies, coffee, and general consumables, working in close coordination with the lab managers and other stakeholders. Collaborate closely with BIIE’s other assistants and the broader admin team to ensure smooth day-to-day operations and consistent support across the institute. Requirements A commercial apprenticeship (kaufmännisches EFZ) or a degree from a business school (HWZ, HF, FH, or equivalent) is required. A minimum of 2–4 years of professional experience in a team assistant, office management, or similar role, ideally in a research environment. Outstanding organizational skills with a structured, methodical approach to managing competing priorities. Fast thinker with the ability to anticipate needs, act on initiative, and make sound judgements under time pressure. Excellent written and verbal communication skills in both German and English (mandatory). Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint), Google Workspace and basic knowledge in deploying AI tools (e.g. ChatGPT, Claude). Discretion and professionalism when handling sensitive or confidential information. Benefits A varied and meaningful role at the operational heart of cutting-edge immune engineering research. A collaborative, international team environment at a growing institute in Basel. Competitive compensation and benefits package. Flexible working arrangement (80–100%) with an immediate start. Real potential for long-term engagement as BIIE continues to grow. We look forward to receiving your application.