Grants & Operations Administrator at 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 the 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, Marie Skłodowska-Curie Actions).

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.
Public Funding Support: Assist in the administrative management of publicly funded projects throughout their lifecycle, including:
Supporting the preparation and submission of grant applications via European funding portals (e.g. EU Funding & Tenders Portal).
Compiling, formatting, and tracking administrative documents required for proposals, consortium agreements, and grant agreements.
Assisting with project reporting obligations (periodic reports, deliverables, timesheets, financial statements) in line with funder requirements.
Liaising with project partners, funding agencies, and auditors on administrative matters.
Maintaining structured records to ensure compliance with EU funding rules and audit readiness.

Your Profile

Education: A relevant qualification, such as commercial vocational training or a degree in a related field. A background or coursework in European studies, public administration, project management, or research administration is a plus.
Skills: Strong project management skills with the ability to work independently on multiple projects simultaneously , including projects with strict reporting deadlines and compliance requirements.
Technical Proficiency: Proficiency with standard office software and a willingness to learn new digital tools , including 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. 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. Prior exposure to publicly funded projects — particularly EU-funded research programmes such as Horizon Europe, FP7, or similar — is highly desirable.

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, you will be working at full time capacity.

To apply, please submit your cover letter, CV, and letters of recommendation as a
single PDF file to jobs@ellis.eu. The position will be open until filled. For questions, please contact jobs@ellis.eu.