Administrative 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 administrative team.

Your Role
You will be responsible for providing comprehensive administrative support to the ELLIS Operations and the wider ELLIS team and community. Your daily tasks will include:

• Office & Project Management: Own day-to-day office operations, including staff onboarding/offboarding, purchasing, correspondence, and meeting coordination (scheduling, agendas, and minutes)
• Database & Member Support:Maintain accurate member records, manage documents, and keep our digital tools and databases up to date
• Event Planning: Organizing various events, ranging from small workshops to large international conferences with up to 100 participants
• Merchandise & Logistics: Planning, purchasing, and managing ELLIS merchandise
• Coordination of administrative procedures: including 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.
• Skills: Strong project management skills with the ability to work independently on multiple projects simultaneously.
• Technical Proficiency: Proficiency with standard office software and a willingness to learn new digital tools.
• 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. You should be flexible, able to adapt to changing priorities, and capable of representing ELLIS professionally.
• Experience: Previous experience in research or higher education is considered an advantage.

Our Offer

• Environment: Join a motivated, international, and diverse team in a dynamic research environment.
• Flexibility: Benefit from flexible working hours and the possibility of mobile working.
• The position is limited to two years.

To apply, please submit your cover letter, CV, and letters of recommendation as a single PDF file. The position will be open until filled.

For questions, please contact jobs@ellis.eu.