Administrative assistant — EPFL
NewCHF 49'500 - 75'000
EPFL · Lausanne (VD)
- Location
- Lausanne
- Contract
- full-time
- Posted
- 3 days ago
SalaryCHF 49'500 - 75'000
Role overview
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.
- 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 managemen t
- 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…
Main responsibilities
- Main duties and responsibilities Administrative managemen t
- 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…
Application process
- 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 suppor t
- Provide administrative support for events, workshops, travel, and teaching activities (including invited speakers and summer schools)
Company and context
- 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) 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 : 30%-50% Contract Type: CDI Reference: 2203
Additional details
- Main duties and responsibilities Administrative managemen t
- Organization of trips, meetings, conferences, seminars, symposiums
- 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
- Track deliverables and reporting requirements Team building organization
- 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 Excellent work conditions A multicultural and stimulating environment Possibilities of further education Contract Start Date : as soon as possible Activity Rate : 30%-50%
Notes and original content
- Main duties and responsibilities
- Administrative managemen t
- 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
