Project Coordinator for Vienna Project

The Vienna Project Director at Central European University (CEU) invites applications for the Project Coordinator position.
Position for: 

Project Coordinator

for Vienna Project 

 Starting date:                      As soon as possible

Application deadline:         Open-ended, review to begin December 19, 2018

Full or Part Time:               Full-Time (40 hours/week)

The Vienna Project Director at Central European University (CEU) invites applications for the Project Coordinator position.

The Coordinator will provide executive support daily, managing schedules and related communication. He/she will be assisting with a range of operational matters linked to the Project and liaise with CEU internal staff and external partners as necessary. The Coordinator will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, as well as administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The ideal individual must have strong attention to detail, be able to work under the pressure of deadlines and handle a wide variety of activities, be creative and enjoy working within an entrepreneurial environment as part of a team that is mission-driven, results-driven and community-oriented.

Duties and responsibilities:

The Coordinator completes a broad variety of administrative tasks including:

  • Managing a very active calendar of appointments.
  • Preparing and managing correspondence.
  • Arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Prioritizing conflicting needs; handling matters proactively, and follow-through on project related tasks to successful completion, often with deadline pressures.
  • Handling different project related administration responsibilities: reports, minutes, project related communications platforms and tools (Microsoft Teams, SharePoint) content, office contact list. Organizer and minute-taker for all project related meetings.
  • Handling and sorting incoming mail, shared email accounts and being the first point of contact for telephone callers.
  • Monitoring and ordering supplies, stationery, business cards, and other requested merchandise.
  • Responding to ad hoc inquiries related to project.
  • Setting up new workflows that improve the functioning of the administration.

Qualifications and requirements:

An ideal candidate will have:

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
  • Demonstrated proactive approaches to problem solving, actively seeking opportunities and proposing solutions.
  • Excellent written and verbal communication skills in English (knowledge of Hungarian and other languages is an asset).
  • Very strong interpersonal skills and the ability to build relationships with key stakeholders.
  • Ability to quickly adapt to changes in priorities while also maintaining a focus on accomplishing long-term tasks.
  • Ability to be a highly resourceful team player and be very effective independently.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
  • Ability to establish and maintain working relations with people of different national and cultural backgrounds; gender and cultural awareness and sensitivity.
  • Experienced in supporting middle to large scale projects, preferably in a non-profit or private sector organization
  • Experienced and have interest in internal and external communications.
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat.


We offer a competitive salary that is commensurate with experience as well as a dynamic and international academic environment. The initial contract is for 12 months (until December 31, 2019) with the possibility of renewal.

CEU is an equal opportunity employer.

About the Project

As a part of the plan to start bi-campus operations in Vienna and Budapest, CEU is in the process of setting up a project team on its Budapest campus. The team will be responsible for all aspects of implementing the launch of programs in Vienna from fall 2019 and making the bi-campus transition a success. The team will consist of the Vienna Project Director, the Deputy Director and the Program coordinator, as well as additional, external and internal partners working on process and operations management.

How to apply: 

Applicants need to submit:

  • A cover letter, directly explaining how your experience fits the responsibilities and expectations of this position, and
  • a full resume, with names and e-mail addresses of two professional references.

Please send your complete application package in one PDF file to: - including job code in subject line: 2018/107.

Review of applications will begin December 19, 2018 and continue until the position is filled. Short-listed candidates will be contacted with requests for further information. No paper applications please.

The privacy of your personal information is very important to us. We collect, use, and store your personal information in accordance with the requirements of the General Data Protection Regulation. To learn more about how we manage your personal data during the recruitment process, please see our Privacy Notice at