The Max Planck Institute for Meteorology (MPI-M) is a multidisciplinary center for climate and Earth system research located in Hamburg, Germany. It is one of the premier climate science research institutes in the world. Located in the heart of one of Europe’s most livable and vibrant cities, it provides a highly international and interdisciplinary environment to conduct scientific research as well as access to state-of-the-art scientific facilities.
We are seeking a highly organised, reliable and proactive colleague to join our institute as

Administrative Assistant for the Climate Physics Department (S-0019 | all genders | part time)
In this pivotal role, you will work at the heart of a leading scientific department, ensuring the smooth coordination of daily operations while enabling the Director and department members to focus on cutting-edge climate research.

YOUR RESPONSIBILITIES
Working closely with the Director, the Director’s Assistant, and other support staff, you will provide comprehensive administrative and coordination support across the department. The position combines high-level administrative responsibilities with organisational oversight and effective communication management.

Primary responsibilities include:


Managing the Director’s calendar, correspondence, and priorities, ensuring efficient scheduling and optimal time management
Organising day-to-day workflows and handling tasks with discretion, reliability, and foresight
Arranging business travel, including itineraries, bookings, and expense coordination
Acting as a key interface between the Director, the department, and internal and external partners


Additional Responsibilities include:



Supporting departmental operations through coordination of meetings, communication, and internal processes
Maintaining office systems and administrative processes, including documentation, filing, and bilingual (German/English) correspondence
Planning, organising, and supporting departmental and institutional events
Preparing meetings, attending them where required, and producing accurate and concise minutes
Managing mailing lists, welcoming guests, and ensuring a professional and collegial environment
Taking on special assignments independently, proactively reducing workload at the Director level
Handling sensitive and complex matters with the highest level of professionalism and confidentiality
Supporting the preparation, monitoring, and coordination of departmental budgets

You are a structured and forward-thinking professional who works in a precise, reliable, and discreet manner. With strong organisational judgment and a proactive approach, you are able to anticipate needs and maintain clarity in a dynamic working environment
You have completed vocational training as a European secretary, foreign language correspondent, or in a commercial or administrative field, and bring several years of relevant experience in office assistance or secretarial roles gained within the past five years
You communicate confidently in both German (native level) and English (very good written and spoken proficiency), enabling you to operate effectively in an international environment
You are proficient in standard office software and digital tools, and comfortable handling administrative systems and documentation processes
Your strengths include a high level of reliability, discretion, and commitment, combined with strong interpersonal skills and a service-oriented mindset. You demonstrate sound judgment in dealing with sensitive matters and build trust through professionalism and empathy
Ideally, you are confident working independently while maintaining close alignment with leadership priorities

We offer a two-year fixed-term part-time (50% or more) position with diverse and engaging responsibilities in a dynamic, interdisciplinary research environment. You will be part of a collaborative culture characterised by flat hierarchies, family-friendly working...