Administrative Assistant for the Climate Physics Department (CPH)

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. You can also have a virtual tour of our campus .

THE POSITION

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.

• 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