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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.

Administrative assistant 50%

Mission

The DIAS 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 correspondance 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

Financial management

  • 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 

Activity Rate  : 50% 

Contract Type: CDI

Reference: 2203 










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