Administrative Assistant (all genders, 50–100%)

The Max Planck Institute for Intelligent Systems (MPI‑IS) is a world-leading research institute in artificial intelligence, machine learning, and robotics, located on two campuses in Stuttgart and Tübingen.

For the Tübingen campus, we are looking for an

Administrative Assistant (all genders, 50–100%)

• You will be part of a team of administrative assistants to support research group leaders as well as their research teams. The following tasks will be part of your daily work:
• Office management:
• Manage calendar, schedule meetings, and arrange conference-room bookings
• Greet visitors, handle incoming communication (emails, phone calls), and act as first point of contact for internal and external stakeholders
• Oversee mail and office supplies inventory
• Manage onboarding
• Executive support:
• Coordinate travel itineraries, accommodations, and expense reports
• Track action items and follow up on deadlines to ensure timely delivery
• Prepare meeting minutes
• Communication:
• Liaise with HR, Finance, IT, and other departments
• Draft and distribute internal communications and announcements
• Maintain contact lists and employee data with a high degree of accuracy
• Financial & Administrative Tasks:
• Process purchase orders
• Assist with budget tracking
• Event & Project Support:
• Facilitate the preparation of events, workshops, and talks
• Support international guests and visitors
• Provide ad hoc assistance on special projects (e.g., office moves)

• The ideal candidate will have
• A relevant qualification in office administration, e.g. commercial vocational training, foreign language assistance, project coordination, or a related field
• Proficiency with standard office software (e.g., Microsoft Office Suite) and willingness to learn new digital tools
• Fluency in both English and German (C1 level or higher) and excellent communication skills
• Ability to work independently, reliably, and in a structured manner
• Additional languages and previous experience in research, higher education or international environments are a plus
• A friendly and confident attitude and intercultural competence
• Commitment to providing high-quality service and strong problem-solving
• Flexibility to adapt to changing priorities, deadlines, and needs
• Ability to represent the institute in a professional and welcoming manner