Foreign Language Secretary – Administrative Assistant

About the role

We are looking for a bilingual Foreign Language Secretary to support our research teams at the Max Delbrück Center in Berlin‑Buch. The role combines administrative coordination with communication in German and English, ensuring smooth daily operations in a dynamic, international research environment.

Key responsibilities

• Handle general assistance, commercial and administrative tasks in German and English, coordinating closely with research area heads.
• Organise office workflow: calendar management, mail and email processing, telephone and video‑conference support, ordering, filing and document management.
• Support HR activities such as job postings, preparation of recruitment documents, contract extensions and guest registrations.
• Manage fund administration, monitor budgets and bill service costs.
• Plan, organise and follow‑up on events (web seminars, meetings, workshops) including preparation of presentations and minutes.
• Assist international guests and coordinate business travel, including booking and expense settlement.
• Maintain and update the institute’s websites.

Required profile

• Completed vocational training as a Foreign Language Secretary, Office Management/Communication Specialist or comparable qualification.
• Initial experience in a secretarial, administrative or assistant role, preferably in project support or event management.
• Excellent written and spoken German and English.
• Proficient with common IT and MS Office applications and digital communication tools.
• Structured, independent work style with strong organisational skills.

Required skills

• German language proficiency
• English language proficiency
• Microsoft Office suite
• Digital communication tools (e‑mail, video‑conferencing platforms)