As Administration Assistant, you'll be an integral part of IIASA's mission to bridge science and policy on a global scale. This is an administrative role that provides operational support to the department as well as supporting the Science Diplomacy Director, contributing to high-level activities, international partnerships, and mission-critical initiatives.
Main Tasks And Responsibilities
Executive Support & Strategic Coordination
* Provide comprehensive administrative support to CIDER and the Executive Team.
* Manage complex, high-priority calendars involving multiple international stakeholders.
* Coordinate travel arrangements, itineraries, and meeting agendas.
* Support to prepare comprehensive briefing materials and travel documentation for international engagements.
* Maintain effective filing and data storage systems, both physical and digital.
* Handle confidential and sensitive information with discretion.
Event & Meeting Management
* Support the planning and execution of high-level IIASA meetings, conferences and stakeholder events.
* Manage logistics for VIP delegations and diplomatic protocols, including preparing agenda, documentation, and post-event follow-up
* Ensure seamless coordination between internal departments and external partners.
Communications & Relationship Building
* Act as a communication bridge between the department and internal/external stakeholders.
* Draft and prepare official correspondence with accuracy and sensitivity.
Project & Operations Support
* Support the coordination of special projects from initiation to completion.
* Manage expense reports and budget tracking for international activities.
Qualifications
* Bachelor's degree in relevant field or equivalent professional experience
* A background in international relations, partnership development and/or fundraising is desired
* Expert-level written and verbal communication skills in English; Proficient German skill is a plus
* Proficiency in Microsoft Office Suite, Adobe Acrobat, and social media platforms
Personal Qualities & Skills
* Strategic Thinking: Forward-looking mindset with proactive problem-solving capabilities.
* Emotional Intelligence: Mature, diplomatic approach to sensitive situations.
* Adaptability: Thrives under pressure while managing competing priorities.
* Independence: Ability to work autonomously while being an effective team player.
* Discretion: Proven ability to handle confidential information with absolute integrity.
* Initiative: Actively seeks opportunities and proposes innovative solutions.
Appointment terms
We offer full-time employment, starting with a one-year contract with the intention to extend thereafter.
Eligible applicants wishing to work part-time hours may be considered.
The place of work is the IIASA premises in Laxenburg, near Vienna in Austria (some travel may be necessary).
We offer
* An international atmosphere and pleasant working environment in a historic market town surrounded by green areas.
* A tax-free annual salary in Austria, starting at EUR 38,000.00 gross, negotiable based on qualifications and experience, with deductions only for health insurance and/or social security.
IIASA salaries are:
* Not directly comparable with other employers in Austria, due to the unique legal status and privileges granted to IIASA.
* Subject to the principle of income aggregation (Progressionsvorbehalt in German).
additional benefits
* Educational subsidies for children of school age enrolled in private schools in Austria.
* A generous annual leave entitlement.
* The possibility to work up to 100 days per year in home office (within Austria).
Further details here.