Secretary (f/m/d)

Job location

Eggenstein-Leopoldshafen (and Karlsruhe)

Responsibilities

• Organizing internal mail
• Assisting employees with procurement processes (travel requests, shipping notices, catering orders)
• Assisting employees with using the ESS system (e.g., for vacation requests)
• Answering phone calls, screening calls, responding to inquiries, and preparing business matters for the appropriate contact person
• Planning and follow‑up for trips for the deputy director of the institute
• Preparing and conducting events such as workshops and seminars
• Acting as a substitute in the institute secretariat: serving as the central point of contact, scheduling appointments, and planning travel
• Acting as a substitute in the department secretariat: coordinating and monitoring schedules for lectures, seminars, and exams

Qualifications

• Completed vocational training in administration or business (e.g., Office Management Specialist (m/f/d)) or a comparable qualification
• In‑depth knowledge of computers and MS Office
• Experience using digital communication tools
• Experience with the administrative systems used at KIT (e.g., SAP)
• Very good written and spoken German and English
• Structured and independent work style
• Reliability, conscientiousness, confidentiality, and a friendly demeanor

Benefits

• Purposeful Contribution: Your work creates the conditions for world‑class research—and helps ensure that science makes a tangible difference for society and the future.
• Flexible Working Hours: Take advantage of flexible‑hours schemes, remote‑work options, and a 30‑day annual leave entitlement to achieve an optimal work‑life balance.
• Family‑friendliness: The "KIT‑Family+" program assists you in reconciling work and family life by offering childcare services, holiday activities, a parent‑child office space, and assistance with caring for relatives.
• Career‑building and developmental opportunities: We provide you with a structured onboarding program, a broad spectrum of continuing‑education options, and personalised support, thereby fostering your individual growth.
• Stay healthy: Under the motto "Fit at KIT – Body, Mind and Soul," we promote your well‑being through fitness classes, mental‑health programmes, and regular preventive health examinations.
• Individualised extra benefits: Enjoy a corporate pension (VBL), a €25 monthly contribution toward a JobTicketBW, plus a broad selection of cultural and recreational programmes.

Contract

Permanent

Salary

Salary category 6 TV‑L; classification is based on personal and professional qualifications.

At KIT we value the diversity of our employees; different perspectives and backgrounds enrich our work. Applications from recognized severely disabled individuals are given preferential consideration when qualifications are equal.