AI Incubator Administrative Assistant (all genders), 50–75%

The Max Planck Institute for Intelligent Systems (MPI-IS) is a world-leading research institute in artificial intelligence, machine learning, and robotics, located on two campuses in Stuttgart and Tübingen. The Scientific Coordination Office (SCO) provides support services and manages collaborations, graduate education, and outreach & public engagement, fostering groundbreaking research to positively impact the future.

AI Incubator Administrative Assistant (all genders), 50–75%

We are looking for a motivated and highly organized Administrative Assistant (all genders) within IMPRS-IS at MPI-IS Tübingen.

Roles & Responsibilities

• Support communication between participants, trainers, external partners of the AI Incubator series, and various stakeholders from the Cyber Valley ecosystem.
• Assist with drafting emails, announcements, and updating relevant websites, social media channels, and informational materials.
• Support the tendering process for hiring external trainers.
• Provide day-to-day administrative and organizational support for the AI Incubator and related IMPRS-IS events.
• Coordinate meetings, workshops, training sessions, pitch events, and entrepreneurial training modules.
• Maintain documentation, project tracking, and data organization.
• Handle travel arrangements, reimbursements, and financial documentation.
• Support the creation of presentations and program materials.

Education & Experience

• Relevant qualification in office administration, foreign language assistance, project coordination, or a related field.
• Proficiency in standard office software; willingness to learn new digital tools and platforms.
• Fluency in English and German (C1 level or above), with excellent communication skills.
• Ability to work independently, reliably, and in a structured manner.
• Additional languages and experience in research institutions, higher education, innovation programs, or international environments are an advantage.
• Friendly, confident demeanor and strong intercultural competence.
• Commitment to providing high-quality service and strong problem-solving skills.
• Flexibility to adapt to changing priorities, deadlines, and program needs.
• Ability to represent the Institute in a professional and welcoming manner.
• Background in entrepreneurship and startup support is beneficial.

Our offer

You will join a friendly, motivated, international, and diverse team. Your primary place of work will be Tübingen. We offer flexible working hours, the possibility of mobile working, and many other benefits.

Based on your qualifications and previous professional experience, a salary of up to EG 8 (TVöD Bund) is possible according to the Public Service Wage Agreement. All social benefits of the public service apply. The position is initially limited to two years, with the possibility of extension.

Application

To apply, please include a cover letter, your CV, and letters of recommendation in your application. Please upload all documents as one PDF file using our application system.

If you prefer to send a hard-copy application, you may do so. Please send it to:

Dr. Leila Masri, Max Planck Institute for Intelligent Systems, Max-Planck-Ring 4, 72076 Tübingen, Germany

The Max Planck Society is committed to increasing the number of individuals with disabilities in its workforce and encourages applications from such qualified individuals. At MPI-IS, we celebrate diversity. We deeply believe that bringing together diversity of thoughts, perspectives and backgrounds is key to advancing science. We look for many different skills and abilities. So, even if you don’t think you quite meet all of the skills listed or tick all the boxes, we’d still love to hear from you.

Closing date for applications

The position is available at the earliest convenience and will remain open until filled. Preference will be given to applications received by January 15, 2026 .