Administrative assistant 40-50%

As the administrative assistant of the HOBEL laboratory at EPFL Fribourg, you will be responsible for the administrative operations that ensure the efficient and professional functioning of the group. You will collaborate closely with the professor, researchers, students, and EPFL administrative services to support the smooth execution of projects and daily activities. In this role, you will play a central part in enabling the lab's research and operational missions. You will work closely with and report directly to the lab head.

Financial and Administrative Management

Bookkeeping, invoice creation and payment, and monthly credit card statement preparation
Financial management of budgetary funds, external funding, and projects, in close collaboration with relevant services
Update and maintenance of associated financial platforms (e.g., EPFL GrantsDB, mySNF, etc.)
Preparation and verification of financial reports for laboratory projects
Time-keeping management (Chronos)

Operations and Infrastructure

Management of IT equipment inventory
Management of offices (workspace organization and access control)
Purchase of new equipment and coordination of maintenance for scientific equipment abroad, including export/import logistics with the transport company

Human Resources & Onboarding

Organization of arrivals for new employees and visiting researchers (contracts and hiring procedures, workspace setup, EPFL systems access, visa support, lodging, health insurance)
Onboarding of interns and master's students (accreditation, office access, transportation arrangements, exam coordination)
Follow-up of absences and coordination with administrative services
General liaison with EPFL units, funding agencies, and external partners

Events, Communication & Support

Organization of thesis defenses, group meetings, excursions, and lab-hosted activities
Maintenance and updating of the HOBEL website
Coordination of travel logistics and field trips for team members
Organization of social and team-building events
Updating and maintenance of the professor's agenda

• Commercial apprenticeship or equivalent administrative qualification
• Strong numerical skills; comfortable with Excel and online financial systems
• Experience in accounting or administrative management of a small-to-mid sized unit (10-20 people)
• Proactive, autonomous, and reliable in task follow-up
• Strong communication and problem-solving skills
• Service-oriented mindset with a high attention to detail
• Fluency in English and French; German is an asset
• Interested in working in a research and scientific environment
• Enjoys taking initiative, anticipating needs, and improving processes.

• A stimulating position in an international environment where you can be part of a scientific group working on cutting edge research
• Flexible working time
• Excellent conditions

Contract Start Date : 01/01/2026

Activity Rate Min : 40.00

Activity Rate Max : 50.00

Contract Type: CDI

Duration:

Reference: 1916