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Administrative assistant

emploi.epfl.ch -
Lausanne, VD

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Details zur Stelle

Befristet

Leistungen

Events zur Teambildung
Unterkunft

Qualifikationen

Französisch
Microsoft Excel
Doktorat
Slack
Englisch
Microsoft Office

Vollständige Stellenbeschreibung

Description

Led by EPFL’s Prof. Suliana Manley, the Laboratory of Experimental Biophysics (LEB) is a world leader in microscopy and cellular biophysics research. The mission of the LEB is to train the next generation of biophysicists, and to perform cutting-edge research. We develop microscopes that enable gentler live cell imaging, and use them to study mitochondria – a key organelle in metabolism, health, and disease. We are launching a 6-year European-funded (ERC Synergy) project, with collaborating partners at the University of Bern and the MPI Heidelberg to study the interactions between mitochondria and partner organelles.

The LEB team consists of around 10 PhD students and postdoctoral fellows, and two technical staff. We carry out research and teaching, and travel to conferences to engage with the research community. Within our ERC collaboration, we anticipate organizing scientific visits, team-building events, and joint meetings and seminars. We recognize administrative and communication support as essential elements for our success as a team. We look forward to welcoming a new administrative specialist who will support our internal operations as well as our collaborative project.

Mission

We are seeking a highly motivated and organized professional to support impactful, mission-driven research within a collaborative, high-performance environment. This role is ideal for someone who thrives on solving problems, streamlining processes, and ensuring clear communication across teams. You would be a part of the team and report to Prof. Suliana Manley.

Main duties and responsibilities

Finance & Accounting

Manage credit cards, purchases, and order follow-up, including tax-related matters
Oversee budgets (forecasting, expenditure tracking, and allocation across funding sources)
Prepare accurate and timely financial reports
Ensure consistent task follow-through and high standards of accuracy, particularly in external communications
Identify and implement improvements to streamline financial processes and communication

Travel & Conferences

Plan and coordinate events and visits (10–50 participants, including lab members, academic guests, invited speakers, and candidates)
Organize logistics, including venue booking, catering, scheduling, on-site support, travel, accommodation, and reimbursements

Staff Administration

Support hiring processes (employment contracts, visa coordination, HR follow-up)
Coordinate onboarding (housing, insurance, general services, access, and accreditations)
Monitor staff hours, vacation, and absences

Profile

Administrative & Financial

Experience with budget management and financial tracking
Ability to prepare financial reports
Proficiency in Microsoft Office, particularly Excel

Execution & Organizational

Strong organizational and coordination skills
Experience in event planning and execution
Excellent task management abilities
Strong attention to detail and commitment to high-quality output

Digital & Technical

Comfortable using modern collaboration tools (e.g., Slack, Google Calendar)
Adaptable to new technologies and workflows
Familiarity with AI tools to enhance productivity is a plus

Profile

French and English proficiency are required
Flexibility, pro-activity, and organizational skills are essential

We offer

A position with a high level of autonomy and responsibility
A welcoming, supportive and respectful team atmosphere
The opportunity to learn new skills, processes, platforms
A dynamic and multicultural team at an internationally renowned institution

Informations

Contract Start Date : 07/01/2026

Activity Rate Min : 60.00

Activity Rate Max : 60.00

Contract Type: CDD

Duration: One-year renewable, 3 months probation period

Reference: 2212

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