EMBRC-ERIC Administrative Assistant

Job Title

EMBRC-ERIC Administrative Assistant


The EMBRC-ERIC Administrative Assistant provides expert administrative services for the EMBRC-ERIC Secretariat and the EMBRC-ERIC Executive Director.


Full Time, two-years contract of employment, renewable.

Service Group

EMBRC-ERIC Secretariat


EMBRC-ERIC Headquarters, 4 Place Jussieu, Paris, France, c/o Sorbonne Université, Paris 6.

Working Language

The working languages are both French and English.

Brief Description of the EMBRC

The European Marine Biological Resource Centre (EMBRC-ERIC) is a distributed pan-European research infrastructure that aims to provide a strategic delivery mechanism for excellent and large-scale marine science in Europe. With its services, EMBRC-ERIC will support both fundamental and applied research, based on marine bioresources and marine ecosystems. The EMBRC-ERIC is centrally managed by the EMBRC-ERIC Executive Director, with the support of the EMBRC-ERIC Secretariat, based at the Paris Headquarters, hosted by Sorbonne Université - Paris VI, Campus of Jussieu. For further information:

Main Activities

Reception and maintenance of EMBRC-ERIC Headquarters

  • Welcome and inform the staff and users of the structure;
  • Keep the premises (offices and small reception area) supplied and operating;
  • Ensure the proper functioning of HQ devices (printer, communication tools, etc.);
  • Process incoming and outgoing mail;
  • Support the organization of EMBRC-ERIC or working groups meetings;

Secretariat Staff Support

  • Support the mission planning and expense refund of the Secretariat Staff;
  • Support the Executive Director and assist with her agenda, her travels and her meetings;
  • Support the organization of EMBRC-ERIC events at the Headquarters and outside.


  • Process administrative information and files, verify their compliance, proceed with the meticulous archiving of files and systematically inform the Executive Director about the status of files;
  • Follow the accounting of expenses, including requests for payments and invoices, service-made notification, issuance of payments to suppliers, and integration of data in administration software (Smartdata, SIFAC);
  • Provide information for reporting purposes, in connection with EMBRC-ERIC Financial Administration Officer, and Accountant.

Essential Skills

  • Proven excellent organizational skills;
  • Expert application of secretarial techniques;
  • Expert use of MS Office;
  • Able to deal effectively with multiple tasks and changing tasks and schedules;
  • Comprehension and written and oral expression in English of minimum level "B2";
  • Method, rigor, efficiency, quality and precision in the organization of work.
  • Accustomed to a multi-cultural environment, and to working with a high-degree of transparency and in close interaction with colleagues;

Desired Skills and Competences

  • Minimum three years in a similar role;
  • Experience of administrative software in either public or private organizations;
  • Experience of event management;
  • Experience of international contexts;
  • Paralegal Skills.

Special Personal Attributes required for the Position:

  • Responsive, flexible, perseverant and at ease in interpersonal relations;
  • Loyal, Reliable and Discrete personality;
  • Candidate must have interest in being part of a team and collaboratively working to build the EMBRC-ERIC;
  • Availability to occasionally work beyond normal hours and travel.


Competitive salary, commensurate to titles and experience (indicative net salary 20-24K€ per year). A benefit package will be offered, including health insurance and public transportation subsidy.


  • 2-years contract with 6-month probation and possibility of renewal;
  • Overtime may be required to meet activity deadlines;
  • EMBRC-ERIC is an equal-opportunity employer, actively supporting the development of their staff.


Prepare your application as one single PDF document, in English, containing a copy of your CV and the name of two references, with a short cover letter explaining your interest in this position and how you could contribute. Enclose this document in an email message, with subject: "EMBRC Administrative Assistant"; addressed to: secretariat@embrc.eu.

Applications will be accepted until the 24th of August 2018. The position will start on the 1st of October 2018.

posted: 27 July 2018     Please mention EARTHWORKS when responding to this advertisement.