AI Incubator Administrative Assistant (all genders), 50–75%

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. The Scientific Coordination Office (SCO) provides support services and manages collaborations, graduate education, and outreach & public engagement, fostering groundbreaking research to positively impact the future.

We are looking for an

AI Incubator Administrative Assistant (all genders), 50–75%
within IMPRS-IS, at MPI-IS Tübingen

The International Max Planck Research School for Intelligent Systems (IMPRS‑IS) is one of the world’s leading doctoral programs in the fields of machine learning, robotics, computer vision, and related disciplines. IMPRS‑IS is the docotoral program of Cyber Valley, a research consortium in artificial intelligence and robotics with partners from academia, startups, and industry. To support the implementation of the Cyber Valley AI Incubator , which empowers young researchers to transform their ideas into high-impact projects, we are seeking a motivated and highly organized Administrative Assistant (all genders).

• Support communication between participants, trainers, external partners of the AI Incubator series, and various stakeholders from the Cyber Valley ecosystem.
• Assist with communication tasks, including drafting emails, announcements, and updating relevant websites, social media channels, and informational materials.
• Support with the tendering process for hiring external trainers.
• Provide day-to-day administrative and organizational support for the AI Incubator and related IMPRS-IS events.
• Coordinate meetings, workshops, training sessions, pitch events, and entrepreneurial training modules.
• Maintain documentation, project tracking, and data organization.
• Handle travel arrangements, reimbursements, and financial documentation.
• Support the creation of presentations and program materials.
• Support with organizational and administrative tasks

• Relevant qualification in office administration, foreign language assistance, project coordination, or a related field.
• Proficiency in standard office software; willingness to learn new digital tools and platforms.
• Fluency in English and German (C1 level or above), with excellent communication skills.
• Ability to work independently, reliably, and in a structured manner.
• Additional languages and experience in research institutions, higher education, innovation programs, or international environments are an advantage.
• Friendly, confident demeanor and strong intercultural competence.
• Commitment to providing high-quality service and strong problem-solving skills.
• Flexibility to adapt to changing priorities, deadlines, and program needs.
• Ability to represent the institute in a professional and welcoming manner.
• Background in entrepreneurship and startup support is beneficial.