Administrative assistant 50%

EPFL seeks a mid-level Administrative Assistant (50%) to support the DIAS laboratory under Professor Ailamaki with financial, operational, and collaborative tasks in Lausanne.

This position provides essential administrative and financial support to the DIAS laboratory, led by Professor Ailamaki. The role ensures smooth daily operations, manages project-related finances, and facilitates collaborative activities within the research group.

Responsibilities

• Manage staff administration, including hiring and offboarding procedures, employment contracts, and temporary personnel.
• Coordinate travel logistics, meetings, conferences, seminars, and symposiums for the laboratory.
• Oversee the ordering and inventory of laboratory materials and equipment.
• Prepare expense reports and process payment orders.
• Handle incoming and outgoing correspondence in both French and English.
• Welcome new team members and manage the reception area for staff and visitors.
• Coordinate complete travel arrangements for visitors, including visa support, accommodation, and reimbursement.
• Manage staff absences and leave records.
• Maintain the agendas for the Professor and the laboratory team.
• Process administrative documents related to teaching activities.
• Prepare the annual laboratory budget.
• Monitor budget accounts and track expenditures.
• Administer research projects or mandates from an operational standpoint.
• Process invoices from suppliers and debtors.
• Manage the laboratory’s corporate credit card.
• Support the coordination of collaborations and multi-partner projects.
• Assist in preparing grant budgets and handling their administrative follow-up.
• Track project deliverables and ensure reporting requirements are met.
• Provide administrative support for events, workshops, travel, and teaching.
• Organize team-building activities.

Requirements

• Proven experience in budget organization and accounting.
• Background as an administrative assistant with project coordination experience.
• Strong organizational abilities with capacity to handle multiple priorities.
• Proactive, reliable, and service-oriented attitude with a positive mindset.
• Fluency in French and English.
• Ability to thrive in a multicultural environment and contribute to a dynamic team.

What the company offers

• Excellent working conditions.
• A multicultural and stimulating environment.
• Opportunities for further education.

About the company

EPFL is a leading research university located in Lausanne, Switzerland. The DIAS laboratory operates within a dynamic and multicultural team, fostering a stimulating environment for research and collaboration.

• Multicultural and stimulating work environment.
• Dynamic team culture.