Executive Assistant to the Director of Library

Central European University Private University

Vienna, Austria

Vollzeit

38k€+ (jährlich)

Sonstige Bereiche

Nov 7



Executive Assistant to the Director of Library
CEU Library

Starting date: As soon as possible

Application deadline: Open until filled

Full- Or Part-Time: Full-time (40 hours/week)

Location: Vienna

The CEU Library in Vienna invites applications for an Executive Assistant to the Director of CEU Library

The CEU Library (https://library.ceu.edu/) is a mid-sized research library with two physical locations – CEU Private University (Vienna) and Közép-európai Egyetem (Budapest). It plays a central role at CEU providing quality academic library services to students, faculty, and staff. It’s a unique opportunity for the right individual to join our team and lead the library public service developments on our new Vienna campus. The Library provides a wide range of electronic journals, e-books, databases, and support for open access to the CEU community. A Media Hub supports media and audio production activities including filmmaking and podcasting. The physical space includes comfortable study spaces, a predominantly English-language print collection, technology-rich collaboration rooms for groupwork, large screen computers, printers, scanners. There are plans to build a new library in the next few years as CEU moves to a permanent campus in Vienna.

Duties and responsibilities:

The Executive Assistant completes a broad variety of administrative and outreach tasks for the Director and supports the management team of the Library to ensure that Library services are professional and top quality. Duties and responsibilities include:

  • Cultivates and maintains positive working relationships with units and departments across CEU
  • Facilitates meetings, travel plans, itineraries, and agendas, and compiles documents as necessary
  • Manages an active calendar of appointments
  • Serves as a first point of contact for internal and external visitors and requests for library tours and arranges them accordingly
  • Greets guests and visitors in a professional manner
  • Organizes student events, such as orientation sessions, welcome receptions, workshop, and trainings
  • Assists with organizing Library events and programs
  • Assists with maintaining schedules for the Information Desk and training sessions and keeps related statistics
  • Produces accessible administrative and instructional materials, including organization charts, staff lists, reports, internal signage, bookmarks, flyers, both online and in print
  • Handles confidential correspondence and records with care
  • Monitors and orders supplies, stationery, business cards, and other requested items
  • Responds to ad hoc inquiries related to onsite office and facilities management
Required Qualifications and Skills
  • Bachelor’s degree (minimum)
  • Ability to work independently as well as part of a team
  • At least 3 years of experience with providing administrative and outreach support ideally in an academic setting
  • Excellent service attitude
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks, with excellent attention to detail
  • Demonstrated proactive approaches to problem solving, actively seeking opportunities, and proposing solutions
  • Proficiency in using Office 365 and Microsoft products
  • Excellent spoken and written English
Preferred Skills and Competencies
  • Proficiency in spoken and written German
  • Graphical design experience or capability
  • Experience working in libraries or a demonstrated interest in it
  • Experience in working with CEU
  • Compensation

    We offer a competitive salary starting from a gross of 38,000 EUR/year, as well as a dynamic and international academic environment.

    HOW TO APPLY

    Please submit:

    • A cover letter
    • A full resume
    • A writing sample, preferably business correspondence

    Please send your complete application package to: advert070@ceu.edu - including the job code in the subject line: 2022/070.

    CEU is strongly committed to the promotion of gender equality and equal opportunities within our institution. Previous training, work experience and/or engagement with matters of equality, diversity and inclusion at the organizational level will be an asset.

    CEU is an equal opportunity employer.

    The privacy of your personal information is very important to us. We collect, use, and store your personal information in accordance with the requirements of the applicable data privacy rules, including specifically the General Data Protection Regulation. To learn more about how we manage your personal data during the recruitment process, please see our Privacy Notice at: https://www.ceu.edu/recruitment-privacy-notice (Hungary: Közép-európai Egyetem, Central European University) or https://www.ceu.edu/recruitment-privacy-notice-austria (Austria: Central European University, CEU Central European University Private University).

    About CEU

    Central European University (CEU) is a research-intensive university specializing in the social sciences, humanities, law, public policy and management. It is accredited in the United States, Austria and Hungary. CEU’s mission is to promote academic excellence, state-of-the-art research, research-based teaching and learning and civic engagement, in order to contribute to the development of open societies. CEU offers bachelor's, master’s and doctoral programs and enrolls more than 1,400 students from over 100 countries. The teaching staff consists of resident faculty from over 50 countries and prominent visiting scholars from around the world. The language of instruction is English.
    For more information, please visit www.ceu.edu.

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