Administrative and EU Funding Assistant for the ELLIS Society (100%)

About the ELLIS Society e.V.

The ELLIS Society is a pan-European initiative that aims to secure Europe's sovereignty and leadership in AI research and innovation. ELLIS (European Laboratory for Learning and Intelligent Systems) focuses on fundamental science, technical innovation, and societal impact, building upon machine learning as the primary driver for modern AI. We are looking for an organized and proactive individual to support our mission by joining our operation team.

Your Role

You will be responsible for providing comprehensive administrative support to ELLIS Operations and the wider ELLIS team and community, with a particular focus on supporting the management of publicly funded projects, especially those financed through European funding programmes (e.g. Horizon Europe, ERC, Digital Europe,etc).

You will provide administrative and financial support for European-funded projects, working closely with Work Package leads and the wider ELLIS Operations team. You will act as a key administrative support point, helping ensure compliance with funder requirements throughout the project lifecycle, with growing autonomy.

Your daily tasks will include:

Funding & Grant Support

• Supporting the administrative and financial tracking of projects, from grant agreement through to final reporting.
• Compiling, formatting, and helping submit periodic reports, deliverables, timesheets, and financial statements in line with funder requirements (e.g. via the EU Funding & Tenders Portal).
• Helping track project budgets and expenditure against the grant agreements, and flagging any discrepancies.
• Liaising with project partners, the funding agency/project officer, and auditors on administrative matters.
• Maintaining structured, audit-ready records to support compliance with EU funding rules.
• Assisting with the preparation of consortium agreements and, where relevant, future grant applications.
• Supporting the preparation and submission of grant applications via European funding portals (e.g. EU Funding & Tenders Portal).

Project & Office Administration

• Owning day-to-day office operations, including staff onboarding/offboarding, purchasing, correspondence, and meeting coordination (scheduling, agendas, and minutes).
• Maintaining accurate records, managing documents, and keeping our digital tools and databases up to date.
• Supporting the organisation of events, from small workshops to large international conferences.
• Planning, purchasing, and managing ELLIS merchandise and logistics.
• Coordinating administrative procedures, including the preparation of administrative documentation, data filing, and reporting.

Your Profile

• Education: A relevant qualification, such as commercial vocational training or a degree in a related field. A background in European studies, public administration, project management, or research administration is a strong plus.
• Experience: Previous experience with EU funded projects, ideally EU-funded research programmes such as Horizon Europe, FP7, or similar.
• Skills: Strong organizational skills, with the ability to work independently on multiple tasks and keep track of deadlines and compliance requirements.
• Technical Proficiency: Proficiency with standard office software, and a willingness to learn funding-related platforms such as the EU Funding & Tenders Portal or similar grant management systems.
• Languages: Fluency in English (C1 level or higher) with excellent communication skills. Additional languages are a plus.
• Soft Skills: A friendly, confident attitude with intercultural competence and strong problem-solving skills. Flexible, able to adapt to changing priorities, and capable of representing ELLIS professionally.

Our Offer

• Environment: Join a motivated, international, and diverse team in a dynamic research environment.
• Location flexibility: We welcome applications from outstanding candidates across Europe. The work location will be agreed upon with the successful candidate, with flexible working hours and opportunities for mobile working.
• The position is limited to two years with possible extension.

Application

To apply, please submit your cover letter, CV, and letters of recommendation as a single PDF file to jobs@ellis.eu by 1 October 2026.

For questions, please contact jobs@ellis.eu.