EPFL, the Swiss Federal Institute of Technology in Lausanne, is one of the most dynamic university campuses in Europe and ranks among the top 20 universities worldwide. The EPFL employs more than 6,500 people supporting the three main missions of the institutions: education, research and innovation. The EPFL campus offers an exceptional working environment at the heart of a community of more than 18,500 people, including over 14,000 students and 4,000 researchers from more than 120 different countries.
Mission TheDIAS laboratory under the supervision of Professor Ailamaki is seeking an
Administrative Assistant
to support its financial management, administrative operations, and collaborative activities.
Main duties and responsibilities Administrative management
Staff administration, preparation of hiring/leaving files, employment contracts (academic, non‑academic), employment of temporary academic and non‑academic staff, visiting PhD students, Teaching assistants, internships (summer@epfl, summer in the lab) etc…
Organization of trips, meetings, conferences, seminars, symposiums
Orders and inventories of laboratory materials, equipment
Creation and follow‑up of expense reports and payment orders
Mail and correspondence in French and English
Welcoming new team members, reception (staff and visitors)
Complete travel management for visitors (visiting professors, guests, trainees, visiting students, etc…) and invitation file, assistance with visa application, accommodation, reimbursement of expenses
Absence management
Agenda management (Professor and Lab)
Documents and administrative tasks related to teaching
Annual Budget preparation
Follow‑up of budget accounts
Follow‑up of the administrative management of research projects or mandates
Processing of supplier and debtor invoices
Management of the laboratory's credit card
Support coordination of collaborations and multi‑partner projects
Assist in grant budget preparation and administrative follow‑up
Track deliverables and reporting requirements
Event support
Provide administrative support for events, workshops, travel, and teaching activities (including invited speakers and summer schools)
Team building organization
Profile
Experience in budget organization and accounting
Experience as an administrative assistant and in project coordination
Strong organizational skills and ability to manage multiple priorities
Proactive, reliable, and service‑oriented, with a “can‑do” mindset
Fluency in French and English required
Ability to thrive in a multicultural environment and contribute to a dynamic team
We offer
Excellent work conditions
A multicultural and stimulating environment
Possibilities of further education
Informations Contract Start Date : as soon as possible
#J-18808-Ljbffr
Mission TheDIAS laboratory under the supervision of Professor Ailamaki is seeking an
Administrative Assistant
to support its financial management, administrative operations, and collaborative activities.
Main duties and responsibilities Administrative management
Staff administration, preparation of hiring/leaving files, employment contracts (academic, non‑academic), employment of temporary academic and non‑academic staff, visiting PhD students, Teaching assistants, internships (summer@epfl, summer in the lab) etc…
Organization of trips, meetings, conferences, seminars, symposiums
Orders and inventories of laboratory materials, equipment
Creation and follow‑up of expense reports and payment orders
Mail and correspondence in French and English
Welcoming new team members, reception (staff and visitors)
Complete travel management for visitors (visiting professors, guests, trainees, visiting students, etc…) and invitation file, assistance with visa application, accommodation, reimbursement of expenses
Absence management
Agenda management (Professor and Lab)
Documents and administrative tasks related to teaching
Annual Budget preparation
Follow‑up of budget accounts
Follow‑up of the administrative management of research projects or mandates
Processing of supplier and debtor invoices
Management of the laboratory's credit card
Support coordination of collaborations and multi‑partner projects
Assist in grant budget preparation and administrative follow‑up
Track deliverables and reporting requirements
Event support
Provide administrative support for events, workshops, travel, and teaching activities (including invited speakers and summer schools)
Team building organization
Profile
Experience in budget organization and accounting
Experience as an administrative assistant and in project coordination
Strong organizational skills and ability to manage multiple priorities
Proactive, reliable, and service‑oriented, with a “can‑do” mindset
Fluency in French and English required
Ability to thrive in a multicultural environment and contribute to a dynamic team
We offer
Excellent work conditions
A multicultural and stimulating environment
Possibilities of further education
Informations Contract Start Date : as soon as possible
#J-18808-Ljbffr
Administrative assistant 50% Arbeitgeber: École polytechnique fédérale de Lausanne, EPFL
L'EPFL est un employeur de choix, offrant un environnement de travail international stimulant et dynamique. En tant qu'Adjoint·e du Service académique, vous aurez l'opportunité de travailler au sein d'équipes clés, favorisant la collaboration et l'amélioration continue, tout en bénéficiant de formations de qualité et d'opportunités de croissance professionnelle. Rejoindre l'EPFL, c'est s'engager dans une institution qui valorise l'excellence et l'innovation dans le domaine académique.
Kontaktdaten:
École polytechnique fédérale de Lausanne, EPFL Recruiting-Team
