Office Manager at the Institute for Machine Learning with a Focus on Finance (m/f/d)

About the job

Office Manager at the Institute for Machine Learning with a Focus on Finance (m/f/d)

The Language, Reasoning and Education Lab is part of the Institute for Machine Learning and belongs to the Department of Computer Science at ETH Zurich. It offers an international, vibrant, and demanding working environment.

In this varied position, you will support the professor and his team in administrative and organisational tasks, taking on an important coordinating role with a diverse range of activities. Additionally, you will be responsible for the financial administration of another professor at the same institute. An exciting role with a great deal of personal responsibility awaits you in an open and dynamic environment. You will also be integrated into the institute's admin team.

The position is initially limited to one year. There is the possibility of extension as well as an increase in the employment rate. In the course of future adjustments to the distribution of tasks and responsibilities, the scope of activities may also develop further. The position starts on 1 September 2026 or by arrangement.

Job Description

Personnel Management:

• You will accompany entries and exits, advise research groups and professors on a variety of administrative matters, and manage personnel changes
• You will also look after academic guests

Financial Management:

• You will be responsible for managing funds and budgets, coordinating invoices and expense claims, and supporting projects including reporting
• Financial management of another professorship at the same institute

Events:

• Planning and execution of events

Teamwork within the Institute:

• Active participation in the admin team for joint planning and implementation of events and for effective communication within the institute

Profile

• You have a commercial or equivalent qualification and at least 2-3 years of professional experience, ideally with experience in the higher education sector
• You work carefully, have an eye for detail, and maintain an overview even in complex situations
• A quick grasp and flexibility help you to efficiently master daily tasks
• You enjoy teamwork. With your strong social skills and communication abilities, you contribute to a positive and collegial atmosphere. You recognise problems and challenges and help to address them.
• You are committed, independent, responsible, and work proactively
• You have excellent command of German and very good English skills – communication within the institute is predominantly in English

We Offer

• Your job with impact: Become part of ETH Zurich, which not only supports your professional development but also actively contributes to positive changes in society
• You are integrated both in your working group (professor, postdoctoral researchers, doctoral students) and in the admin team within the institute and the department. Regular exchange is encouraged and a supportive and open atmosphere prevails
• In agreement with your supervisor, you can split your working hours between the office and home office. Families and special circumstances are taken into account.
• ETH Zurich offers a wide range of courses and further training opportunities
• Benefits such as public transport subscriptions and car sharing, a broad sports programme from the ASVZ , childcare, etc.,
• Attractive pension benefits through the pension scheme PUBLICA

Working, Teaching and Researching at ETH Zurich

Diversity and Sustainability are Important to Us

In line with our values , ETH Zurich supports an inclusive culture. We promote equal opportunities, value diversity, and foster a working and learning environment where the rights and dignity of all employees and students are respected. On our Equal Opportunity and Diversity website , you can learn how we ensure a fair and open environment in which everyone can develop and flourish. Sustainability is a core value for us – we are consistently working towards a climate-neutral future.

Curious? So Are We.

We look forward to receiving your online application with the following documents:

• Cover letter
• Curriculum vitae
• Certificates

Please apply exclusively via the online application portal. Applications by email or post will not be considered.

Further information about the Institute for Machine Learning can be found on our website , and the website of Professor Sachan's group can be found here . For enquiries, please contact Ms Patrizia Napoli (Tel. 044 633 85 56 / Email patrizia.napoli@inf.ethz.ch - no application documents) who will be happy to assist you.

We would like to point out that the pre-selection is carried out by the responsible recruiters and not by artificial intelligence.

For personnel recruitment, the ETH Zurich General Terms and Conditions apply.

About ETH Zurich

ETH Zurich is one of the best technical and natural science universities in the world. We are known for our excellent teaching, pioneering fundamental research, and the direct transfer of new knowledge to society. More than 30,000 people from over 120 countries find an environment here that promotes independent thinking and a climate that inspires top performance. Located in the heart of Europe and connected worldwide, we develop solutions together for the global challenges of today and tomorrow.