The organization
Nikhef is the national institute for subatomic physics in the Netherlands. At Nikhef, approximately 220 physicists and 75 technical staff work together in an open and international scientific environment.
Nikhef is one of the key partners in one of the largest and most ambitious scientific projects currently under development in The Netherlands: The Einstein Telescope (ET). This is an underground, next-generation gravitational-wave detector that aims to revolutionize our understanding of the universe. To further develop this ambitious project, the Einstein Telescope Organisation (ETO) is being developed to lead the construction, management and operation of the detector at a transnational level, irrespective of its final location. Nikhef is one of the institutes leading the effort to build the ET and is co-leading the ETO at top management and departments level.
The ETO Directorate is co-led by the Nikhef ETO Director, who shares tasks and responsibilities with the ETO Director appointed by INFN in Italy. They are supported by two Associate Directors, one of them appointed by Nikhef and one by INFN.
We are looking for a dedicated, proactive team player to join our Nikhef Secretariat staff as Executive Assistant to our ETO Directorate team. The ETO Executive Assistant will primarily be working at Nikhef in Amsterdam, occasionally traveling internationally to organise, coordinate and support ETO events. In this role, you will also collaborate with the INFN colleague who is coordinating support to the ETO Directorate.
The position
Your position will be embedded in the Nikhef secretariat. This will allow you to work closely with an outstanding and very warm team of colleagues, with whom you will also closely collaborate.
The ETO Executive Assistant at Nikhef provides secretarial, administrative and logistical support to the ETO Director and the ETO Associate Director for Strategy and International Relations. This a multifaceted role in which you will undertaking various administrative tasks, correspondence handling, managing schedules and appointments.
What will you be working on:
- Manages the ETO Director’s and Associate Director’s schedule and appointments;
- (Co-)organises and coordinates meetings and events, locally and internationally;
- Provides support in planning and organising of business trips;
- Handles incoming and outgoing (e-)mail correspondence;
- Assists in the organisation of key ETO meetings, such as ETO Management Team meetings (weekly online and monthly in-person) and the ETO General Meeting (including all colleagues from all ETO departments and participating institutions);
- Organizes office operations and procedures;
- Contributes to the further structuring, optimisation and digitisation of work processes;
- Conducts other common ETO supporting activities.
The Candidate
The ideal candidate is a proactive individual with a hands-on mentality who is not afraid of going the extra mile. He/she/they is a motivated self-starter that possesses extensive knowledge and experience fitting the requirements of the challenging work environment. The successful candidate has:
- Relevant prior education and/or experience that is appropriate to the level of the working environment;
- Affinity with working in an international setting;
- The ability to work in an intercultural and interdisciplinary team;
- The ability to work independently, efficiently and effectively with a high degree of accuracy and proactivity;
- Excellent organisational and time management skills;
- Excellent interpersonal and communication skills (oral and written) in English and Dutch;
- Very good knowledge of and proficiency with relevant software programmes for project and document management, agenda management, e-mail, etc;
- The ability to function within a rapidly changing environment;
- A collaborative and open attitude that contributes to a pleasant working atmosphere.
Offer
The candidate will be employed by the NWO-I foundation for a period of one year, with the possibility of further extension. The main working location will be Amsterdam. Frequent travel to Maastricht will be required, and occasionally international travel may occur. The monthly salary ranges from € 2.767 to € 3.438, depending on background and experience. The employment conditions are excellent and include extra months’ salary payment in May and December. The conditions of employment of the NWO-I-foundation can be found at https://www.nwo-i.nl/en/employees/
Further information and application
Qualified applicants are encouraged to apply by submitting the application template below. Please be prepared to upload a curriculum vitae and a motivation letter. The deadline for applications is September 24, 2024. The starting date will be set on mutual agreement. Further information can be obtained from Eveline Schram, head of the Secretary Office, via eveline.schram@nikhef.nl.