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 IMOS lab focuses on the development of intelligent algorithms designed to improve the performance, reliability, and availability of complex industrial systems while making maintenance strategies more cost-efficient.

As an Administrative Assistant, you ensure the smooth and efficient day-to-day operations of the laboratory. You act as a central point of coordination for administrative, financial, and organizational activities, supporting both academic and operational functions.

Main duties and responsibilities

Financial Administration

Manage financial administration, including invoice processing, payment follow-up, and preparation of monthly credit card statements

Oversee financial management of budgets, grants, and external funding in close collaboration with institutional services

Monitor budgets and expenditures, ensuring alignment with project constraints and funding rules

Maintain and update financial platforms (, EPFL GrantsDB, mySNF)

Prepare and verify financial reports for research projects

HR & Administrative Coordination

Oversee time-tracking processes (Chronos), ensuring accuracy and compliance

Prepare and manage working time reporting, including verification and follow-up of recorded hours

Coordinate onboarding of new employees and visiting researchers (contracts, workspace setup, system access, visas, accommodation, health insurance)

Organize arrivals of interns and Master's students (accreditation, logistics, academic coordination)

Monitor absences and ensure proper administrative follow-up

Act as liaison with EPFL administrative services, funding agencies, and external partners

Operations & Logistics

Manage laboratory IT equipment inventory

Coordinate office space organization and access control (Lausanne site)

Handle procurement of equipment

Events & General Support

Organize workshops, group meetings, and team events

Support the organization of conferences (logistics, coordination, and administrative follow-up)

Provide administrative support for thesis defenses, as needed

Coordinate travel arrangements and field trips for team members

Maintain and update the laboratory website

Support planning of social and team-building activities

Profile

Commercial apprenticeship or equivalent professional experience

Solid experience in administrative and financial management (ideally in an academic or small organizational setting)

Strong financial and numerical skills

Proficiency with standard office and administrative tools

Well-organized, proactive, and able to work independently

Excellent communication and problem-solving skills

Service-oriented mindset with attention to detail

Ability to manage multiple priorities in a dynamic environment

Interest in working within a dynamic, international scientific environment

Fluent in French and English (spoken and written)

Nice to have:

Experience with EPFL administrative systems (, GrantsDB, mySNF, Chronos)

Experience in international logistics or academic administration

We offer

A varied position in a dynamic environment

The opportunity to work with stimulating team in

Excellent working conditions

Informations

Contract Start Date :

Activity Rate Min : 40,00

Activity Rate Max : 50,00

Contract Type: CDI

Reference: 2150 jpid16a8860cv jpit0313cv jpiy26cv