Administrative assistant

The DIAS laboratory under the supervision of Professor Ailamaki, is seeking an Administrative Assistant to support its financial management, administrative operations, and collaborative activities.

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

• 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

• Excellent work conditions
• A multicultural and stimulating environment
• Possibilities of further education

Contract Start Date : as soon as possible

Activity Rate : 30%-50%

Contract Type: CDI

Reference: 2203