Office Manager (f/m/d) for the General Secretariat of the 4EU+ Alliance

Background

The General Secretariat of the 4EU+ European University Alliance e.V. has a vacancy for an Office Manager (f/m/d) for an initial period of two years in Heidelberg. 

Established in 2018, 4EU+ is a European University Alliance with the objective of developing long-term structural and strategic cooperation among the 4EU+ universities in education, research and innovation and engagement with society. The 4EU+ Alliance is currently constituted by eight large, public, well-established, comprehensive and research-intensive universities, namely: Charles University, Heidelberg University, Paris-Panthéon-Assas University, Sorbonne University, University of Copenhagen, University of Geneva, University of Milan and the University of Warsaw. 

In April 2021, 4EU+ founded a non-profit association under German law with its seat located in Heidelberg. The General Secretariat ensures the smooth running of the 4EU+ association's activities and the office manager supports the General Secretariat in all administrative and organizational matters. Further, the General Secretariat is responsible for managing the budget of the 4EU+ association (approx. 550k €/year). Aside from the operational costs of the General Secretariat, the association finances activities that foster exchange and cooperation among academics and students. 

Your tasks

• Supporting the General Secretariat in all administrative, organisational and financial matters
• Overseeing and managing the budget of the association, including close collaboration with the tax consultant of the association in particular for the preparation of the annual financial reports
• Processing and managing  invoices 
• Handling basic HR procedures, e.g., managing HR-related documentation, handling salary payments and administrative onboarding/offboarding of team members 
• Handling German and English correspondence and communication
• Coordination of the Secretary General's appointments
• Travel planning for the Secretary General and General Secretariat team members, including the management of travel expenses reports
• Proactive scheduling, planning, and organisational preparation and follow-up of various association committee meetings, including event planning
• Active support of the General Secretariat, the association committees and the association organisation in all daily organisational processes
• Minutes taking and dissemination to different association committees
• Maintenance of internal daily operations tools (contact and document management, management of office software subscriptions) and office organisation
• Communication with IT services when necessary
• Purchasing office materials and hardware devices for the GS team when necessary 
• General administrative work

Your profile

You have completed relevant vocational training or a suitable Bachelor’s degree in a related area. You have communicative and organisational skills, especially in the responsible handling of financial resources. You are characterized by confident communications with reputable business partners and guests and have a strong service orientation. You can multitask and work under time pressure. You treat information with absolute confidentiality and can work both individually and in      collaboration with others at various levels of organisations. In addition to German, you have an excellent command of English; another European foreign language is an advantage. We expect you to be proficient in the use of modern communication tools and common office software, such as Microsoft Teams. Ideally, you are a pro-active and versatile professional with prior experience in a similar position and have project management skills.

We offer

• Work in a transnational strategic association of 8 research-intensive universities in Europe with the aim to create a new quality of cooperation between the 8 member institutions in all university areas.
• As an interface between university members as well as political and non-university (business) partners, you will make an important contribution to the success of our idea to build a European University.
• The position is principally divisible. The salary will be commensurate with experience and is accustomed to industry standards.
• Work contract for an initial period of two years.
• The position of Office Manager is based at the General Secretariat of the 4EU+ European University e.V. in Heidelberg, Germany. 

Your application

We look forward to receiving your application. Please send your complete application including CV, cover letter and contact information to at least two references in English in a single PDF file by e-mail to secretariat@4euplus.eu by October 1, 2023.

4EU+ stands for equal opportunities and diversity. Disabled persons will be given priority in the event of equal suitability.