Bilingual (English & French) Administrative Assistant

The ESRF User Office ensures the efficient and smooth running of its extensive public user programme run on 36 different instruments (beamlines). This requires the proper functioning of access procedures for the user community and the adaptation of these procedures to the scientific and operational aspects of the ESRF and its beamlines. The ESRF User Office acts as a central contact between the scientific users of public beam time and the ESRF. It is also the link between the ESRF and its Users Organisation.

As administrative assistant in the User Office you will work in coordination with the two other User Office administrative support staff.

Your missions are the following:

• Manage all the administrative aspects of the experimental programme (co-ordinating the reception and review of the applications for beam time on beamlines, organising the proposal review committee meetings both onsite and remotely, preparing invitations for reviewers)
• Organise scientists’ visits (responding to emails, processing and sending invitations, assisting with formalities, assisting with user travel queries)
• Provide support to scientific visitors, including via the creation and maintenance of web pages
• Acquire expert knowledge of, and maintain up-to-date records in, the ESRF User Portal (software tool for managing proposals, experiments, and scientific visitors)
• Contribute to the provision of statistics on proposals, experiments and users
• Organise the annual ESRF scientific event for users (User Meeting)
• Provide administrative support for the User Organisation
• Provide administrative assistance for other activities and tasks undertaken by the User Office to assist and support users.