Administrative Assistant – Users Office
Ref. ASS-ADM-24-3

Application Deadline:08 November 2024

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General information

Offer title: Administrative Assistant – Users Office

Reference: ASS-ADM-24-3

Number of positions: 1

Workplace: Via E. Amaldi 5/7, Loc. S.Stefano a Macerata – Cascina (Pisa)

Date of publication: 09 October 2024

Type of Contract: “Collaboratore di Amministrazione” (Administrative Assistant)

Contract Period: 12 months

Expected date of employment: The earliest possible

Proportion of work: Full time

Remuneration: 28.088,40 annual gross (Liv.V Fascia 2)

Desired level of education: High-school diploma in the scientific field

Experience required: not required

Sections: Administration Department

Missions

The EGO Consortium is opening a position for the search for a candidate who will work as an administrative assistant in the Users Office team of the EGO Administration Department.

Activities

The selected candidate will work as administrative assistant in the Outreach and User Office team of the EGO Administration Department, under the supervision of the Responsible of the Office, and will have to:

• Set up and manage all the online tools, that provide useful information and access to the EGO site to external users and visitors;
• To be available for onsite and remote assistance to external users and visitors;
• Set up and manage online tools for the organization and hosting od scientific conferences at EGO, supervision of the organization of conferences and public events onsite;
• Supervise the organization of the guided tours od EGO and Virgo for the general public, for more experts audiences and VIP visit. Manage the follow-up and evaluation of the guided tours activity;
• Participate in the conception, organization, and content development of all EGO and Virgo outreach activities: events for the public in site and at external locations, institutional events, participation in festivals, activities for schools, participation in exhibitions, and development of installations;
• Participate in the design and development of content (text, video, images) for EGO and Virgo’s institutional and media communications: brochures, online products, apps, releases, animations and graphics, social media contents.

Skills

• High-school diploma in the scientific field;
• Excellent command of the English language;
• No criminal convictions.

Other skills

One or more of the following will be an asset:

• Experience at the professional level in science communication;
• Specialization degree in Science Communication;
• Excellent communication skills, both written and verbal;
• Ability to propose and deliver specific activities;
• Creative thinking and problem-solving abilities;
• Ability to work independently and to assess when engage the help of others;
• Excellent advisory skills and confidence giving advice and information to senior colleagues;
• Experience of working in a team within an international and multidisciplinary environment;
• Good knowledge of the Italian language.

Work Context

The European Gravitational Observatory (EGO) is seeking an administrative assistant to join the Virgo Administrative Department in the Users office.

EGO is a French-Italian consortium, founded by INFN and CNRS to foster European collaboration in gravitational-wave research. EGO is located in Cascina, near Pisa – Italy, and hosts and operates the gravitational-wave detector Virgo, a 3 km-long laser interferometer (ITF). The Virgo project involves the participation of about 130 institutions with more than 800 scientists, engineers and technicians from France, Italy, the Netherlands and other 13 European countries.

EGO welcomes applications from all suitably-qualified candidates, irrespective of gender, disability, marital or parental status, racial, ethnic or social origin, color, religion, belief, or sexual orientation.

Selection procedure

Only candidates who meet the above essential required qualifications and experience are admitted to the selection procedure. The evaluation of the candidates admitted to the procedure is assigned to a Selection Board appointed by the Director of EGO. The Selection Board will determine the evaluation criteria in the first meeting. The first phase of the selection will be based on a review of the Application Forms and other documents received in line with the above-mentioned essential and desired requirements. Only candidates who have obtained the minimum score established by the Selection Board in the first meeting will be able to access to the second phase of the selection, which will consist of an interview. During the interview the Selection Board will verify the knowledge of English and Italian languages and the other desired qualifications and experience.

At the end of the interviews the Selection Board will draw up a ranking of the candidates who obtained at least the minimum score established during the first meeting.

The completion of the hiring is subject to Italian law D.Lgs. 81/08 art.41 “Sorveglianza Sanitaria”.

The EGO Consortium has the free right not to proceed with the recruitment.

Privacy policy

Controller: European Gravitational Observatory – email: ego-gw@pec.it
Responsible for data – email: privacy@ego-gw.it

Under Article 13 of UE Regulation (EU) 2016/79 of the European Parliament and of the Council, required personal data will be exclusively collected and treated for purposes strictly connected to the selection procedure also with the use of computerized procedures, according to current law and regulations concerning the implementation of this kind of activity.
Providing such data to EGO is necessary for the evaluation of participation requirements and of the holding of titles: failure to provide these data may compromise such evaluation.
Data will be kept only for the period required by the selection, evaluation and audit procedures.
EGO guarantees each person the right of access to personal data, as well as the rectification, or erasure or restriction of them, as well as the right to object to their processing; such requests shall be addressed to privacy@ego-gw.it.

Applicants have to:

Candidates can send their CV and the EGO Application Form (to be found here) together with a cover letter and eventual reference letters, to jobs@ego-gw.it quoting the reference number of this vacancy notice.

Constraints and risks

No elements