Administrative assistant

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.

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 (e.g., 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

• 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 (e.g., GrantsDB, mySNF, Chronos)
• Experience in international logistics or academic administration

• A varied position in a dynamic environment
• The opportunity to work with stimulating team in
• Excellent working conditions

Contract Start Date : 06/01/2026

Activity Rate Min : 40,00

Activity Rate Max : 50,00

Contract Type: CDI

Reference: 2150