Administrative assistant

EPFL, the Swiss Federal Institute of Technology in Lausanne, is one of the
Administrative assistant
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 institution: education, research and innovation. The EPFL campus offers an exceptional working environment at the heart of a community of more than 17,000 people, including over 12,500 students and 4,000 researchers from more than 120 different countries.
Administrative assistant
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 : 30%-50%
Contract Type: CDI
Reference: 2203 jid9576c88afr jit0519afr jpiy26afr