Due to growth within EMBL-EBI Directors Office, we have an additional role of Team Administrator, liaising with multiple teams to prepare briefings and visitor schedules, providing operational support with the delivery of events to both internal and external stakeholders. Supporting both the Directors Office and strategic teams at EMBL-EBI, you will play a key role in the administration and events organisation to the many and diverse visitors that EMBl-EBI host both at the Wellcome Genome Campus and internationally. Your role This role will be varied and will cover the following responsibilities: Visitor and Events Management: Supporting Directors' Office meetings and events as directed-including sourcing/booking event spaces, organising catering; and coordinating local, national and international travel and accommodation for both internal colleagues and external guests of the institute. Communications and correspondence with event participants Control of expenditure on assigned events, and delegated responsibility for individual event budgets Coordination of event logistics including catering, technical, transport, international travel and accommodation Coordination of virtual event logistics including video links and communication channels Programming of events alongside the leader: social and networking provision, off-site dinners, etc On-site and virtual coordination/hosting of events Ensuring the cost-effective delivery of all events in full compliance with all relevant regulations. Team Administration: Researching and booking travel and accommodation for the wider Directors' Office team and other strategic teams based at both EMBL-EBI and EMBL. Updating EMBL-EBI's FileMaker system with Directors' Office travel and events information Pro-active processing of expense reimbursements (via SAP) for the Directors and the wider Directors' Office team, Director's Research Group, Communications, Strategy and External Relations Facilitating expense reimbursements to EMBL-EBI from Director visits to host organisations Monthly reconciliation of the Directors' Office credit card and associated bookings Updating the intranet pages as required. Providing periodic cover and support to other members of the Directors' Office team as required You are Comfortable planning several events simultaneously and familiar with the needs of professionals travelling to international events as speakers and delegates A self-motivated individual with excellent organisational, communication and interpersonal skills, able to work effectively as a part of a team and keep calm under pressure. You may also have Proven experience to manage large scale events with success across multiple teams at all levels. Excellent written and spoken English language skills and an ambition to work in an international environment. Ability to establish a professional working relationship with relevant contacts within EMBL-EBI and wider EMBL. Experience of organising and independently managing delivery within a multidisciplinary, collaborative team environment. Experience in handling deadlines and workload by actively managing and clarifying priorities The ability to evolve and adapt to the continuous improvement in processes, methodologies and technologies being used by the team Contract length: 3 years, renewable up to 9 years Salary: Grade 4 - monthly salary starting at £2,995 after tax but excluding health insurance and pension contributions. Plus generous benefits. Other helpful information: Our team works in a hybrid pattern, however due to the nature of this role you may have to change the days you are in the office to support events. We plan to interview remotely on Friday 2 May 2025 Why join us Do something meaningful At EMBL-EBI you can apply your talent and passion to accelerate science and tackle some of humankind's greatest challenges. EMBL-EBI, part of the European Molecular Biology Laboratory, is a worldwide leader in the storage, analysis and dissemination of large biological datasets. We provide the global research community with access to publicly available databases and tools which are crucial for the advancement of healthcare, food security, and biodiversity. Join a culture of innovation We are located on the Wellcome Genome Campus, alongside other prominent research and biotech organisations, and surrounded by beautiful Cambridgeshire countryside. This is a highly collaborative and inclusive community where our employees enjoy a relaxed atmosphere. We are committed to ensuring our employees feel valued, supported and empowered to reach their professional potential. Watch this video to see how EMBL-EBI makes an impact. Enjoy lots of benefits: Financial incentives: Monthly family, child and non-resident allowances, annual salary review, pension scheme, death benefit, long-term care, accident-at-work and unemployment insurances Flexible working arrangements - including hybrid working patterns Private medical insurance for you and your immediate family (including all prescriptions and generous dental & optical cover) Generous time off: 30 days annual leave per year, in addition public holidays Relocation package including installation grant (if required) Campus life: Free shuttle bus to and from work, on-site library, subsidised on-site gym and cafeteria, casual dress code, extensive sports and social club activities (on campus and remotely) Family benefits: On-site nursery, 10 days of child sick leave, generous parental leave, holiday clubs on campus and monthly family and child allowances Benefits for non-UK residents: Visa exemption, education grant for private schooling, financial support to travel back to your home country every second year and a monthly non-resident allowance. For detailed information please visit our employee benefits page here. What else you need to know International applicants: We recruit internationally and successful candidates are offered visa exemptions. Please take a look at our International Applicants page for further information. EMBL is a signatory of DORA. Find out how we apply DORA principles to our recruitment and performance assessment processes here. Diversity and inclusion: At EMBL, we strongly believe that inclusive and diverse teams benefit from higher levels of innovation and creative thought. We encourage applications from women, LGBTQ & individuals from all nationalities. How to apply: To apply please submit a cover letter and a CV through our online system. Applications will close at 23:59 CET on the date shown below. We aim to provide a response within two weeks after the closing date. Closing Date 20/04/2025