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Job offer

Team Assistance/Foreign Language Secretary (f/m/d) HiPOLE in Jena (until 30.06.2024)

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Reference no.: HI 2024/9

  • Would you like to work at an institute of an international research center where something is really being created for a climate-friendly energy supply of the future?
  • Do you like being the interface between science and administration and providing advice on administrative processes?
  • Do you enjoy being the contact person for our staff and guests from all over the world?
  • Are you an organizational talent and do you know how to make processes run smoothly?

Then you’ve come to the right place! The Helmholtz-Zentrum Berlin is founding the new Helmholtz Institute for Polymers in Energy Applications (HIPOLE Jena) together with the Friedrich-Schiller-Universität Jena.

As a team assistant (f/m/d) you will be an important part of our international team. You will support the researchers in their work, organize the administrative processes, coordinate procedures within HIPOLE, and look after our national and international guests and cooperations. Administratively, you will be attached to the institute management and also support a number of departments and joint research groups, thus gaining insight into various exciting fields of research. With us, you can expect a versatile job in a family-friendly working environment – we look forward to meeting you!

Your Tasks

  • You will support our employees and managers in administrative matters, e.g. inquiries, orders, and statistics.
  • You accompany and coordinate personnel measures in the onboarding and offboarding of new employees, including support in application management.
  • You will be responsible for scheduling, preparing, and following up on events, invitations, and reports, distributing mail, filing internal transactions, processing, contract management, assisting in the organization of conferences and workshops, and, after familiarisation, maintaining our website.
  • You will communicate with internal and external business partners.
  • You will look after our guests and cooperation partners.

Your Profile

  • Vocational training as an administrative assistant, management assistant (m/f/d) for office communication or similar
  • Completed training as a foreign language secretary or a comparable qualification with very good written and spoken German and English skills
  • Very good PC skills (MS Office, Internet, databases)
  • Professional experience in secretarial and assistance work (at least two years), preferably in an international environment
  • A self-reliant approach to work and a friendly, engaging manner with strong organizational and coordination skills
  • Enjoy working with people with an international background in a diverse and dynamic work environment

Your Benefits at HZB

  • An international and diversity-sensitive working environment in one of the 18 Helmholtz Centres with a workplace in Jena
  • Work in the research environment of the science location Jena
  • The opportunity to contribute to the development of renewable energies, energy storage, and the latest technologies for a climate-friendly future together with researchers from all over the world
  • A secure, crisis-proof job
  • A good work-life balance
  • Flexible working hours through flexitime
  • 39 hours/week, part-time possible by arrangement
  • 30 days holiday
  • Extensive advisory services on family and career
  • Health management and company sports programs
  • Subsidy for public transport (Deutschlandticket Job)
  • Further training opportunities
  • A company pension scheme (VBL)


Fixed-term contract for 24 months. The salary is based on the Collective Agreement for the German Public Service (TVöD-Bund).

How to apply

Team Assistance / Foreign Language Secretary (f/m/d) HiPOLE in Jena
We look forward to receiving your application via our application management system by 30.06.2024. For reasons of data protection regulations, we are unfortunately unable to consider applications that reach us by other means (such as email or mail) in the application process.

We very much want our workplace to be diverse, and welcome applications from people with different backgrounds. It is our mission to promote equal opportunities and to improve women’s representation in the workforce. We are therefore very interested in receiving applications from women. Where the qualifications are met, we will give preference to people with disabilities.