The President's Office at the EPO provides essential administrative services directly to the President. Its staff is organised into responsive and proactive teams that deliver the support necessary for the President to effectively fulfil his duties as the head of a large international institution.

Collaboration is at the core of our one-Office approach. In recent years, the executive offices of our Vice-Presidents and the President have embraced increased co-operation and agile exchange, which have been instrumental in reinforcing our culture of continuous collaboration. This ensures the delivery of the highest quality service and actively supports the organisation in achieving its strategic goals.

We are now seeking a talented and motivated individual to join the team as Administrator / Liaison Co-ordinator in the President's Office. This role offers a unique opportunity to support the work of this key area and to act as a liaison between our executive offices and their stakeholders. The selected candidate will ensure the timely delivery of high-quality results and provide expert feedback and advice on various matters within their assigned areas of responsibility. This is an exciting chance to work at the heart of our organisation, driving excellence and fostering collaboration.

With us you will:

• support end-to-end dossier management by collaborating closely with internal stakeholders in assigned areas of responsibility to ensure timely delivery of high-quality products, services and documentation
• analyse and assess documentation submitted to the President's Office, offering expert advice on specific matters within the assigned areas of responsibility
• prepare briefings, presentations and reports to aid management decision-making, ensuring early alignment with relevant stakeholders and a harmonised approach
• co-ordinate key projects and initiatives in line with strategic objectives
• provide strategic and operational support to management, ensuring the implementation of strategic objectives and effective daily operations
• manage deadlines and action lists, prioritise tasks and ensure smooth operations within the President's Office
• support senior management with preparation for meetings with governing bodies

Apply if you have:

• a university degree in organisational studies, international relations, political science, economics/finance, public administration or a related field
• professional experience in an international organisation, EU institution or similar complex environment
• strong project co-ordination, planning and time management skills, ideally with experience of providing executive-level support and/or co-ordinating cross-departmental projects
• a sharp eye for detail and the ability to effectively analyse and assess documents
• a pragmatic approach to problem-solving and the ability to identify and propose viable solutions
• a commitment to continuous improvement and a proven interest in digitalisation and process efficiency
• excellent drafting and communication skills, ensuring clarity and precision in both written and verbal communications
• strong digital literacy and tech savviness, with the ability to quickly adapt to new tools and systems to support efficient, modern workflows
• personal integrity, discretion and the highest respect for confidentiality combined with intercultural sensitivity and diplomacy
• strong collaboration skills and the ability to establish and maintain a broad network of relationships with stakeholders at all levels
• a high degree of resilience and the ability to remain calm and effective under significant time pressure
• experience in a similar support/co-ordination role within an executive office is an advantage

Our minimum requirements for this post

• Diploma of completed studies at master's level or – in exceptional cases – equivalent professional experience
• Generally, an excellent knowledge (at least C1) of one official language (English, French and German) and ability to understand the other two; alternatively, excellent knowledge (at least C1) of at least one official language (in such cases, the willingness to learn the missing language(s) and to reach level B2 within a set time frame would be required)
• Citizenship of one of the member states of the European Patent Organisation

Process

Candidates are kindly asked to upload an updated CV and outline their motivation in the designated application field (character limit 4000). If so wished, the motivation letter can also be uploaded as a Word or pdf attachment under "Application document" in SuccessFactors. In this case, please indicate in the designated field "Please refer to attached motivation letter".

The successful candidate will be selected on the basis of qualifications, competencies, professional experience and language knowledge, supplemented as appropriate by interviews, tests and/or a personality questionnaire.

A reserve list may be constituted, should more candidates than required at this time be considered suitable following the selection procedure. Such reserve lists are valid for 18 months and reserve list candidates may be contacted, should a vacancy with substantially the same profile arise during that period.

More information on how we recruit can be found on our EPO jobs and careers site.

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Key information

Job group: 4

Grade: G7 to G10 (net (basic) monthly salary* for this vacancy: EUR 6 172 to 9 901, depending on experience and location) 

Duration of appointment: Five years, with the possibility of extension

Career path: Technical 

Location: Office-wide 

Application deadline: 20.06.2025

Interviews planned for: 8.-10.07.2025

* after deduction of EPO-internal tax and before deduction of staff contributions to the social security and pension schemes.