Leadership Assistant to the Administrative Unit Heads in Vienna

Position: 
Staff
Location: 
Vienna
Status: 
Full-time
Open for Employee Referral
Application deadline: 
Open until filled
Starting date: 
As soon as possible

The Chief Operating Officer/Senior Vice President (COO/SVP) at Central European University (CEU) invites applications for a Leadership Assistant position.

The successful candidate will provide executive support to the COO/SVP and other Unit Heads as agreed, managing their schedule and related communication. The position requires strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities. The ideal candidate must have strong attention to detail, be able to work under the pressure of deadlines, and handle a wide variety of activities and confidential matters with discretion.

 

Duties and responsibilities:

  • Managing multiple, very active calendars
  • Preparing and managing correspondence that is sometimes confidential.
  • Arranging travel plans, itineraries, and agendas; compiling documents for travel-related meetings
  • Working closely and effectively with the COO/SVP and Unit Heads to keep them well informed of upcoming commitments and responsibilities, following up appropriately
  • Prioritizing conflicting needs; handling matters expeditiously and proactively; following through on projects to successful completion, often with deadline pressures
  • Interfacing with a variety of different visitors, including high-profile guests, in a professional manner
  • Organizing and taking minutes at meetings upon request
  • Collecting and processing data; maintaining databases; storing and tracking documents
  • Handling and sorting incoming mail shared email accounts and incoming telephone calls as the first point of contact
  • Monitoring and ordering supplies, stationery, business cards, and other requested merchandise.

 

Qualifications and skills:

  • Bachelor’s degree or higher, in any subject
  • Experience supporting senior executives, preferably in a non-profit or private sector organization (experience in an international work environment preferred)
  • Experience in managing multiple calendars at the same time, with the ability to prioritize tasks
  • Experience and interest in internal and external communications
  • Proficiency in Microsoft Office (Outlook, Word Excel, and PowerPoint) and Adobe Acrobat
  • Excellent written and verbal communication skills in English and German
  • Very strong interpersonal skills and the ability to build relationships with key stakeholders, including professional staff and external partners
  • Friendly, communicative, diplomatic, welcoming, organized, hands-on personality.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • A proactive approach to problem-solving, not afraid to improvise
  • Proven ability to handle confidential information with discretion and be adaptable to various competing demands
  • Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
  • Ability to establish and maintain effective working relations with people of different national and cultural backgrounds, gender and cultural awareness and sensitivity.

Advantages:

  • Prior CEU work experience
  • Knowledge of the Hungarian language.

 

Compensation

We offer a competitive gross annual salary starting at 40,000 EUR/year which is commensurate with experience as well as a dynamic and international academic environment.

How to apply

Applicants need to submit:

  • CV in English
  • Cover letter
  • Contact information of three references

Please send your complete application package to: advert049@ceu.edu -  including job code in the subject line: 2021/049.

Employee Referral Program application:

If one of our employees has drawn your attention to this job opportunity, please apply via this email address, and mention our colleague in the cover letter: advert049referral@ceu.edu- including job code in the subject line: 2021/049.

Review of applications will begin immediately and continue until the position is filled.

We do not ask for reference letters at the first stage of application; the referees of short-listed candidates may be contacted for references later by CEU.

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).