Executive Assistant to the Director General

Position description

The European Organisation for Astronomical Research in the Southern Hemisphere (ESO) is the foremost intergovernmental astronomy organisation in Europe and the world’s most productive ground-based astronomical observatory. ESO carries out an ambitious programme focused on the design, construction and operation of powerful ground-based observing facilities enabling astronomers to make important scientific discoveries.

ESO operates three unique world-class observing sites in northern Chile: La Silla, Paranal and Chajnantor and the ESO Headquarters are located in Garching, near Munich, Germany.

At Paranal, ESO operates the Very Large Telescope, the world’s most advanced visible-light astronomical observatory, and will host and operate the southern array of the Cherenkov Telescope Array Observatory, the world’s largest and most sensitive high energy gamma-ray observatory. ESO is a major partner in ALMA, the largest astronomical project in existence. And on Cerro Armazones, ESO is building the 39-metre Extremely Large Telescope (ELT), which will become “the world’s biggest eye on the sky” and whose operations will be fully integrated into the Paranal Observatory.

For its Office of the Director General, ESO is opening an International Staff Member position of: Executive Assistant to the Director General.

The Executive Assistant provides a variety of administrative support to the Director General (DG) under the supervision of the Head of the Executive Office. The post-holder requires a high degree of discretion, initiative, and organisational efficiency, and plays a key role in ensuring the smooth operation of the DG’s office. Tasks include managing the agenda of the Director General, coordinating schedules, organising small events, and supporting internal and external engagements, while liaising with a broad network of stakeholders at all levels of seniority.

Main Duties and Responsibilities:

• Maintain and manage the DG’s agenda, including scheduling and prioritising appointments, meetings, and events;
• Organise and coordinate internal and external meetings involving the DG, including high-level visits to ESO Garching and the observatory sites in Chile;
• Organise travel arrangements and logistics for the DG and several staff members of his Office, including preparation of travel documentation and post-trip settlement of travel claims;
• Prepare supporting documents for such meetings, events, and travel;
• Support the DG in following up on tasks, decisions, and correspondence, ensuring timely execution of actions;
• Manage incoming email correspondence: review, file, and prioritise messages for the DG;
• Draft and manage correspondence in English, and occacionally in German;
• Maintain and update intranet pages relevant to the DG’s office;
• Provide general administrative assistance to the internal audit team;
• Provide administrative back-up and support to other members of the Office of the Director General as required.

The above responsibilities are not exhaustive and a flexible approach and willingness to adapt to unexpected needs and perform further general administrative tasks is essential.

Qualifications

To succeed in this role, you should bring:

• Excellent organisational skills, with the ability to manage multiple priorities, meet tight deadlines, and handle sensitive information with discretion;
• Very high-level communication skills, both written and verbal;
• Strong interpersonal skills and culture awareness, with the ability to liaise confidently and professionally with stakeholders at all levels, including senior management, international partners, and visiting VIP delegations;
• Attention to detail and accuracy in handling documents, scheduling, and communications;
• Proactive self-starter and solution-oriented mindset, with the ability to anticipate needs, take initiative, and work independently;
• Discretion, judgement and integrity, particularly when dealing with confidential or sensitive information;
• Flexible and resilient – adapts to changing circumstances positively and works equally well alone or with others;
• Full proficiency in administrative tools, including Microsoft Office Suite and internal Enterprise Resource Management (ERP) or Content Management System (CMS).

Qualifications:

• Completed secondary education and subsequent formal training in office administration or equivalent;
• Several years of experience (more than five) in a comparable executive assistant or senior administrative support role, preferably in an international and/or scientific or technical organisation;
• Proven experience in supporting high-level executives or senior leadership is a strong asset.

Language Skills:

An excellent command of English is essential. A working knowledge of German would be an important asset. Working knowledge of Spanish would be an advantage.

Remuneration and Contract:

We offer an attractive remuneration package including a competitive salary, comprehensive pension scheme and medical, educational and other social benefits, as well as financial help in relocating your family and support to place your child/children in daycare.

Application instructions

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