Administrative Assistant (f/m/div) for ELLIS, 100% - #2748429

ELLIS (European Laboratory for Learning and Intelligent Systems) is a pan-European initiative that aims to secure Europe’s sovereignty and leadership in AI research and innovation. ELLIS focuses on fundamental science, technical innovation and societal impact, building upon machine learning as the driver for modern AI.

The Max Planck Institute for Intelligent Systems is a world leading research institute in AI, machine learning, and robotics, located on two campuses in Stuttgart and Tübingen.

To join our team to support the ELLIS initiative at the Max Planck Institute for Intelligent Systems in Tübingen seeks to hire a

Administrative Assistant (f/m/div) for ELLIS, 100%

Roles & Responsibilities

You will be responsible for the administrative support of the ELLIS Chief of Staff and the ELLIS team. The following tasks will be part of your daily work:

• Support with project management
• Maintaining our databases and digital tools
• Creating presentations
• Supporting the preparation of meetings and team events
• Handling internal and external inquiries
• Planning various events, from small workshops to large conferences
• Support the community and network, manage the members, and maintain the website
• Managing merchandise articles
• Collection and archiving of documents
• Administrative support of the ELLIS team including general office management, onboarding, purchasing, processing of correspondence, and scheduling
• Support for guests and visitors
  
  

Education & Experience

The ideal candidate will have

• A relevant qualification, e.g. commercial vocational training or higher-level education
• Strong project management skills and the ability to work independently or in a team on multiple projects simultaneously
• Proficiency with standard office software and willingness to learn new technologies
• Fluency in both English and German (C1 level or higher) and excellent communication skills
• Additional languages and previous experience in research and/or higher education are a plus.
• A friendly and confident attitude and intercultural competence
• Commitment to providing high-quality service and strong problem-solving skills
• Flexibility to adapt to changing priorities, deadlines, and needs
• Ability to represent ELLIS professionally
  
  

Our offer

You will be part of a motivated, international and diverse team supporting the research and communication activities of the ELLIS network. You will work in a dynamic and stimulating environment with flexible working hours, the possibility of mobile working and many other benefits. You will also have the opportunity to travel to other ELLIS units and partner institutions across Europe to support local events.

Salaries and contract will be based on qualifications and previous professional experience according to the Public Service Wage Agreement (TVöD Bund) guidelines. All social benefits of the public service apply. The position is initially limited to two years with the possibility of an extension.

Any questions regarding the position should be directed to Dr. Daniela Diaconu at

[email protected]

Application

The position is available at the earliest convenience and will be open until filled. Preference will be given to applications received by November 30, 2026. To apply, please include a cover letter, your CV, and letters of recommendation in your application. Please upload your application as a single pdf-file to our

application portal

• The Max Planck Society is committed to increasing the number of individuals with disabilities in its workforce and therefore encourages applications from such qualified individuals. The Max Planck Society strives for gender equality and diversity. Furthermore, the Max Planck Society seeks to increase the number of women in its workforce in those areas where they are underrepresented and therefore explicitly encourages women to apply.
  
  

Closing date for applications

The posting is open until filled.