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

Main duties and responsibilities

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

Profile

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

We offer

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

Informations

Contract Start Date : as soon as possible

Activity Rate : 50%

Contract Type: CDI

Reference: 2203

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