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. EPFL employs more than 6,500 people supporting the three main missions of the institution: education, research and innovation. This position is based at Campus Biotech in Geneva, EPFL's associated campus. On the shores of Lake Geneva, Campus Biotech brings together EPFL, the University of Geneva, the Wyss Center, the Geneva University Hospitals (HUG), and startups in a uniquely interdisciplinary ecosystem.

The A. Mathis Group for Computational Neuroscience and AI, under the supervision of Professor Alexander Mathis, is seeking an Administrative Assistant to ensure the smooth and efficient day-to-day operations of the laboratory. You will collaborate closely with the professor, researchers, students, and EPFL central services to support the execution of projects and daily activities, playing a central part in enabling the lab's research and operational missions. You will report directly to the lab head.

• Assistance with funds and grants management, including monitoring expenditures, financial reporting (salaries, invoices, credit card expenses), financial forecasts, purchases, and reports;
• Staff administration: support to the hiring process, preparation of employment contracts (academic and non-academic), accreditation, onboarding and offboarding, management of absences and agendas, and follow-up of the employee lifecycle (including interns, summer interns, and visiting researchers).
• Calendar and agenda management: management of the professor's calendar, scheduling and coordinating meetings and appointments, and general administrative support to the professor's activities.
• Event organization: coordination of trips, meetings, conferences, seminars, and symposiums; organization of thesis defenses, group meetings, and team-building activities.
• Visitor and mobility management: organization of arrivals for new employees and visiting researchers, assistance with visa applications, accommodation, and health insurance, and full travel management for guests.
• Coordination: liaising with EPFL central and academic services (Doctoral School, Sections, Dean's team, etc.), funding agencies, and external partners.

• Proven experience as an administrative assistant, ideally in an academic or research environment.
• Strong organizational skills and the ability to manage multiple priorities.
• Proactive, reliable, and service-oriented, with a "can-do" mindset.
• Fluency in French and English is required.
• Computer proficiency, with an excellent command of Outlook and a very good command of Word, Excel, and PowerPoint. Familiarity with project management tools is a plus.
• Ability to interact with all levels of faculty, staff, and students and to thrive in a multicultural environment.

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

Contract Start Date : as soon as possible

Activity Rate Min : 30,00

Activity Rate Max : 50,00

Contract Type: CDD

Duration: one year renewable

Reference: 2264

Applications should be submitted exclusively through the EPFL website. Please include a CV, a cover letter, and any relevant references or diplomas.

EPFL is an equal opportunity employer and is committed to fostering a diverse and inclusive workplace.