Admin and Events Coordinator

Are you a talented organizer with a passion for events? We're seeking a dynamic coordinator to manage our department's daily operations and support the planning and execution of both virtual, physical and hybrid events. Collaborate with project teams, engage with stakeholders, and contribute to our vibrant international institute!

main tasks

Oversee daily administrative tasks: scheduling, meeting prep, minute-taking.
Coordinate and support event planning: logistics, speaker liaison, program development, and facilitate hybrid events.
Manage post-event follow-up: update and maintain contact database, support evaluation of events, draft summaries.
Handle procurements, budgeting, and financial planning.
Maintain event calendars and update web content.
Assist with travel arrangements and reimbursement claims.
Support our Alumni Initiative with various tasks, including administrative and training activities.

experience and requirements

Proven experience in administrative roles or event coordination within international or academic sectors.
Proficiency in MS Office (Word, Excel, PowerPoint).
Fluency in English (written and spoken); sound knowledge of German (written and spoken) an asset.
Exceptional organizational skills with meticulous attention to detail and accuracy.
Strong time management skills and ability to work efficiently under pressure.
Excellent written and verbal communication skills, with a service-oriented mindset.
Some project management experience, including budgeting and financial planning.
Ability to maintain confidentiality and handle sensitive information with discretion.
Self-motivated, target-driven and enthusiasm for the tasks allocated.

appointment terms

Candidates should be available to take up the position as soon as possible in 2024 (start date negotiable). We offer an employment contract for one year initially which can be become open-ended thereafter.

Duties will be carried out at the IIASA premises in Laxenburg, near Vienna in Austria.

We offer

A gross annual salary of at least EUR 35,000.00 which is exempt from income tax in Austria and negotiable, based on the qualifications, skills and experience of the selected individual subject to deductions for health insurance and/or social security).

IIASA salaries are:

Subject to deductions for health insurance and/or social security).

Not directly comparable with other employers in Austria, due to the unique legal status and privileges granted to IIASA.
Subject to the principle of income aggregation (Progressionsvorbehalt in German).

additionAL BENEFITS

Educational subsidies for children of school age enrolled in private schools in Austria.
A generous annual leave entitlement.

Further details here.

Please note that the successful candidate will be treated as a local hire and as such, benefits for international hires will not apply.

About IIASA

IIASA is committed to a working environment that promotes equality, diversity, tolerance and inclusion within its workforce. This is reflected in our IIASA core values and the IIASA Gender Equality Plan (GEP). We encourage qualified candidates from all religious, ethnic, and social backgrounds to apply. In the case that candidates are equally qualified, preference will be given to applicants from countries where IIASA has a Member Organization.

Further Information

For further information about this opportunity please contact:

Ms. Barbara Kreissler, Head of Communications and External Relations.

For general information about working at IIASA, please contact:

recruitment@iiasa.ac.at