Administrative Coordinator / Receptionist

The German Historical Institute in Washington, DC, (part of the Bonn-based Max   Weber Foundation) seeks to fill the following position as soon as possible:  Administrative Coordinator / Receptionist.

The German Historical Institute (GHI) in Washington, DC, is an internationally recognized center for advanced historical research. It serves as a transatlantic bridge connecting American and European scholars and seeks to make their work accessible to decision-makers in the public and private sectors as well as to a general audience. We offer an interesting, bilingual workplace in an international academic setting.     The Administrative Coordinator / Receptionist works closely with the Head of Administration, the Event team, and the Librarian to provide support for the institute’s programs, staff, and operations. The successful candidate will handle the following tasks, which include but are not limited to: 
 

Administrative and Reception Tasks

• Greet and direct visitors and guests in a welcoming and professional manner
• Answer, screen, and forward phone calls and emails
• Manage requests for time off, mobile work, and sick leave
• Maintain and update calendars, mailing lists, and participant databases
• Liaise with building management and maintenance personnel as needed
• Review monthly property management invoices
• Request quotes and communicate with service providers
• Provide general administrative support to the team and to institute staff 

Event Tasks

• Coordinate external events
• Manage guest lists and oversee guest check-in at events
• Manage deliveries (including catering and water delivery)
• Assist the Event Team with event planning and execution

Library Tasks

• Assist library patrons and visiting scholars with inquiries and services
• Retrieve books from the institute’s collection upon request
• Conduct bibliographic research

Qualifications

• Fluency in spoken and written English, plus good knowledge of spoken and written German (language proficiency will be tested during the interview)
• Bachelor’s degree in a relevant field OR vocational training (Ausbildung) in administration OR at least three years of professional administrative experience strongly desired
• Strong proficiency in Microsoft Office (Word, Outlook, and Excel) and Adobe Acrobat
• Excellent interpersonal and intercultural communication skills, including professional telephone etiquette
• Ability to work both independently and within teams
• Detail-oriented with the ability to multitask 

The position is offered on a full-time basis (40 hours/week), with periodic evening work. The initial contract will be for two years, with the possibility of extension. The GHI offers a competitive salary ranging from $56,000 to $60,000 annually, depending on verified previous experience relevant to this position. The position also includes a benefits package, which offers access to healthcare plans and contributions to a 401(k)-retirement savings plan. Applicants who are not U.S. citizens must have a valid work and residence permit to apply. The GHI does not sponsor work visas.  

Please submit your application by May 5th, 2025, with a cover letter, CV, and any relevant diplomas/certificates in a single PDF document through our Smartsheet online application portal. Applications will only be accepted through this Smartsheet form. Interviews are scheduled to take place on May 8th, 2025. For questions about the position, please contact us at verwaltung@ghi-dc.org.