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Faculty Assistant - Job Berlin - Jobs

Faculty Assistant

ESMT Berlin is the highest-ranked business school in Germany and Top 10 in Europe. Founded by 25 leading global companies, ESMT offers master and PhD programs, as well as executive education on its campus in Berlin, in locations around the world, and in an online blended format. We strongly believe in cross-team collaboration to achieve our mission to develop entrepreneurial leaders who think globally and act responsibly. 

To support our international faculty team effective immediately, we are looking for a Faculty Assistant (m/f/x, 30h). 

You will support ESMT faculty members in the following administrative areas:

  • Expense processing and research budget (“Envelope”) administration: process and allocate expenses to appropriate budgets in accordance with internal guidelines; provide budget overviews to faculty and reconcile faculty expenses against cost reports.
  • Travel: Organize business trips in accordance with internal travel guidelines; process travel claims on behalf of faculty.
  • Office management: assist faculty with purchases as well as matters related to office and equipment as well as office moves; offices for visitors.
  • ESMT faculty records: collect and maintain faculty data and records in the content management system for various reporting requirements and budget management purposes in keeping with data protection regulations.
  • Documents: assist in the preparation, formatting, and proofreading of documents such as updates to teaching materials, faculty CVs, and official letters according to the ESMT style guide. (Light translating a plus.)
  • Onboarding and personal support: organize new faculty first day orientation, assist international faculty in getting settled in Germany in the first year of employment.
  • Time management: Appointment coordination for faculty and preparation of meetings.
  • Research seminars/visitors: organize research seminar talks and research visits for the academic exchange between ESMT and other institutions.
  • Internal/Team: coordinate with and back-up team members; develop and update department intranet pages and internal resource materials.

You are qualified for the position because you:

  • have excellent English and good German language skills – both written and verbal (the business language at ESMT is English)
  • have previous experience in office management/administrative assistance/office administration
  • have strong knowledge of MS Office (Excel, PowerPoint, Outlook, Word, and Adobe Acrobat) and video meetings/conferencing packages (MS Teams, Zoom)
  • have excellent organizational skills, effective time management, and are attentive to details.
  • are able to work independently as well as in a team, are flexible, dependable, responsible, pro-active, agile, and service-oriented

This is what we can offer you:

ESMT offers a very collegial and international environment with employees from more than 35 different countries. We encourage a self-driven attitude and contributions with meaningful and lasting impact. We celebrate and support diversity for the benefit of our employees, our programs, and our community. We are proud to be an equal opportunity workplace that guarantees employment opportunity regardless of gender identity, color, ancestry, religion, sex, sexual orientation, national origin, citizenship, marital status, disability, or age. We work together on our campus in the heart of Berlin-Mitte. You can get here by public transport or bike and enjoy your lunches in our private restaurant and café or next to the beautiful Spree. Make use of our big garden and enjoy coffee and tea on the house.

We are looking forward to receiving your application!

Please submit your application by using our online application system. Be sure to include:

  • Motivation/Cover letter 
  • CV, references, and any relevant certificates
  • Salary expectations and possible start date