Senior Administrative Assistant (f/m/d)

Job title: Senior Administrative Assistant (f/m/d)

Job location: The Central Executive Management Office of BBMRI-ERIC in Graz, Austria

Job purpose: As Senior Administrative Assistant, you will be a key member of the Central Office department and provide high-level administrative, organisational and operational support to BBMRI-ERIC. In this role, you will contribute to the efficient day-to-day functioning of the headquarters by coordinating meetings, travel arrangements, and events, supporting internal communication, and ensuring the smooth execution of administrative processes across the Research Infrastructure.

Contract: We offer a 2-year contract with the possibility of extension, full time (40 hours/week).

Who we are:

BBMRI-ERIC is the European Research Infrastructure for biobanking and biomolecular resources established in 2013 under EU legislation. BBMRI-ERIC enables the development of innovative technology and processes as a cross-domain network that facilitates responsible access to high quality samples, data and biomolecular resources. We achieve this through multidisciplinary expertise and service provision, scientific excellence, knowledge exchange and partnerships in health and life sciences. BBMRI-ERIC’s vision is simplified as: “Biobanking for a Healthier World”. Its headquarters are in Graz, Austria.

BBMRI‐ERIC is an inclusive, equal‐opportunity employer offering attractive conditions and benefits appropriate to an international research organisation. Further information on the vision, mission, governance, and statutes of BBMRI‐ERIC can be found at www.bbmri-eric.eu.

What makes the job special?

As Senior Administrative Assistant at one of the largest European Research Infrastructures in Health and Life Sciences, you will have the opportunity to work at the heart of an international organisation that connects researchers, biobanks, and scientific communities across Europe. Combining administrative coordination, event organisation and international collaboration, this role offers a diverse and rewarding portfolio of responsibilities within a dynamic and multicultural environment. You will contribute to governance activities, international meetings, projects, and organisational initiatives, supporting the successful operation and growth of BBMRI-ERIC.

Key Responsibilities:

• Provide high-level administrative, organisational and operational support across the BBMRI-ERIC headquarters and wider Research Infrastructure;
• Act as a key point of contact for internal and external stakeholders, ensuring effective and timely communication and coordination;
• Coordinate business travel, including bookings, travel itineraries, expense claims and liaison with external travel providers;
• Provide administrative support for cross-cutting organisational initiatives, projects and other activities as required;
• Prepare meeting minutes, presentations, reports, correspondence and other administrative documents;
• Support the planning and delivery of the European Biobank Week (EBW), BBMRI-ERIC meetings and other international events;
• Contribute to the continuous improvement of administrative processes and support the efficient day-to-day operation of the headquarters.

In this role your required qualifications and skills are:

• Substantial experience in administrative support, office management or a comparable role, preferably in a complex international, European, or research environment;
• Excellent organisational and prioritisation skills, with the ability to work effectively under pressure, manage competing priorities, meet deadlines, and remain calm and effective
• Strong communication and interpersonal skills, with the ability to collaborate effectively with colleagues and stakeholders in an international environment;
• A proactive, service-oriented and solution-focused approach to work;
• Ability to work independently and handle confidential information with professionalism and discretion;
• Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, PowerPoint, Teams, and SharePoint;
• Professional fluency in English, as English is the official working language of BBMRI-ERIC; knowledge of German is an advantage, but not a requirement;
• Readiness for moderate travel.

Employment terms and conditions:

As we aim to provide a diverse work environment, the work can be performed at the headquarters in Graz with occasional telework options.

The employment follows the Austrian employment law.

What we offer:

A minimum annual gross salary of EUR 50,000.00 (based on 40hours/week) will be offered, aligned with European and international standards for comparable roles and responsibilities. The final salary will be determined based on the candidate’s qualifications and experience.

A unique opportunity to work at the center of a European‑level organisation. The role carries significant responsibility and visibility, all within an international, diverse, and intellectually stimulating environment that supports professional development and insight into European-level cooperation.

Balance your free time and your working life independently according to your own ideas: With our flexible working hours, you decide when you work outside our core working hours and you can also take advantage of occasional telework.

A multifaceted, challenging range of tasks with responsibility in a co-operative working environment with flat hierarchies and short decision-making paths, characterise your day-to-day work. Becoming part of BBMRI-ERIC enables interdisciplinary and cross-professional opportunities for collaboration across Europe and beyond.

In addition to the diversity of the various scientific disciplines, we offer a working culture in which diversity is lived and highly valued.

We secure your future: with our comprehensive fringe benefits like complementary health insurance (in addition to public insurance, ÖGK), and a private pension scheme for employments in Austria we take care of your well-being.

Located on the 6th floor of a modern building at the Medical University campus, our comfortable office sits in Graz’s biomedical community and provides an English‑speaking work environment with great networking opportunities.

When you’re not teleworking, convenient tram and bus connections make commuting easy, and a variety of restaurants, bakeries, and grocery stores are within walking distance.

To learn more about working at BBMRI-ERIC, visit www.bbmri-eric.eu/careers.

Equal opportunities  

BBMRI-ERIC is committed to providing equal opportunities to all qualified candidates, regardless of their personal characteristics.

Application procedure

For applications to be considered, candidates must submit for their application via our online portal BambooHR:

• A Curriculum Vitae (CV)
• A letter of motivation or a video link in which you introduce yourself and your application motivation
• Supporting documents (copies of High School, University and PhD degrees, references, etc.)

Application deadline is 16 Aug. 2026; anticipated start of work is as soon as possible.

In case of any questions, please contact: Ulrike Rohrer, HR Specialist ([email protected])