Executive Assistant to the Director of CEU Library

Open for Employee Referral
Application deadline: 
Open until filled
Starting date : 
September 1, 2020

The CEU Library in Vienna invites applications for an Assistant to the Director position.


The CEU Library (https://library.ceu.edu/) is a mid-sized research library with two physical locations – CEU Private University (Vienna) and Közép-európai Egyetem (Budapest).  It plays a central role at CEU providing quality academic library services to students, faculty and staff. It’s a unique opportunity for the right individual to join our team and lead the library public service developments on our new Viennese campus.


The Library provides a wide range of electronic journals, e-books, databases, and support for open access to the CEU community. A new Media Hub will be available from September 2020 to support media and audio production activities including filmmaking and podcasting.  The physical space includes comfortable study spaces, a predominantly English-language print collection, technology-rich collaboration rooms for groupwork, large screen computers, printers, scanners.


Duties and responsibilities:


The Assistant completes a broad variety of administrative and outreach tasks for the Director and supports the management team of the Library in making sure our services are professional and top quality. Duties and responsibilities include:


  • Cultivates and maintains positive working relationships with units and departments across CEU.
  • Serves as a first point of contact for internal and external visitors and requests for library tours and arranges them accordingly.
  • Greets VIP guests and visitors in a professional manner.
  • Organizes student events, such as orientation sessions, welcome receptions, workshop and trainings for the Library and Media Hub.
  • Assists with organizing ad-hoc Library events and programs.
  • Assists with maintaining schedules for Information Desk and training sessions, and keeping related statistics.
  • Produces copies of administrative and instructional materials, including organization charts, staff lists, reports, internal signage, bookmarks, flyers both online and in print.
  • Manages an active calendar of appointments.
  • Prepares and manages correspondence that are sometimes confidential.
  • Facilitates meetings, travel plans, itineraries, and agendas; and compiles documents as necessary.
  • Monitors and orders supplies, stationery, business cards, and other requested items.
  • Responds to ad hoc inquiries related to onsite office and facilities management.



  • Bachelor degree (minimum)
  • Ability to work independently as well as part of a team.
  • Experience with providing administrative and outreach support in an academic setting.
  • Excellent service attitude.
  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Demonstrated proactive approaches to problem solving, actively seeking opportunities and proposing solutions.
  • Excellent spoken and written English.
  • Proficiency in spoken and written German 
  • Proficiency in using Office 365 and MS products.
  • Experience working in libraries or a demonstrated interest is an advantage.
  • Experience in working with CEU is an advantage



We offer a competitive salary that is commensurate with experience as well as a dynamic and international academic environment. The initial contract is for one year with the possibility of renewal.

How to apply

Applicants need to submit: 

  • A cover letter  
  • A full resume  
  • A writing sample, preferably business correspondence. 

Please send your complete application package to: advert028@ceu.edu- including job code in subject line: 2020/028. 

Employee Referral Program application:

If one of our employees have drawn your attention to this job opportunity, please apply via this email address, and mention our colleague in the cover letter:  advert028referral@ceu.edu - including job code in the subject line: 2020/028

About CEU

Central European University (CEU) is a research-intensive university specializing in the social sciences, humanities, law, public policy and management. It is accredited in the United States, Austria and Hungary. CEU's mission is to promote academic excellence, state-of-the-art research, research-based teaching and learning and civic engagement, in order to contribute to the development of open societies. CEU offers bachelor's, master's and doctoral programs and enrolls more than 1,400 students from over 100 countries. The teaching staff consists of resident faculty from over 50 countries and prominent visiting scholars from around the world. The language of instruction is English.

For more information, please visit https://www.ceu.edu/.

CEU is an equal opportunity employer.

The privacy of your personal information is very important to us. We collect, use, and store your personal information in accordance with the requirements of the applicable data privacy rules, including specifically the General Data Protection Regulation. To learn more about how we manage your personal data during the recruitment process, please see our Privacy Notice at: https://www.ceu.edu/recruitment-privacy-notice (Hungary: Közép-európai Egyetem, Central European University) or https://www.ceu.edu/recruitment-privacy-notice-austria (Austria: Central European University, CEU Central European University Private University).