Administrative assistant 50%

emploi.epfl.ch -
Lausanne, VD

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Détails de l'emploi

Avantages

Événements de team building
Logement

Qualifications

Microsoft Powerpoint
Français
Microsoft Excel
Microsoft Outlook
Anglais
Comptabilité
Bureautique
Certificat fédéral de capacité
Compétences en communication
Maturité professionnelle

Description complète du poste

Mission

The Sycamore Lab is a research group focusing on mathematical foundations of interactive decision-making in dynamic and uncertain environments. The group currently consists of 10 doctoral students and works on advancing theory and algorithms motivated by practical applications in transportation, markets, energy systems, and robotics.

We are seeking a highly organized, detail-oriented, and proactive administrative assistant to manage the laboratory’s financial, administrative, and operational activities with a high degree of accuracy, autonomy, and timeliness

Main duties and responsibilities

Financial & Budget Management

Manage the laboratory’s budget, grants, and third-party funds (salaries, expenses, purchases, credit cards, forecasting, and financial reporting).
Ensure accurate, transparent, and well-documented financial operations.
Prepare bi-annual financial updates for the Professor on budget status and projections.
Monitor budgets and proactively flag discrepancies or upcoming deadlines.

Administrative Coordination & Task Management

Maintain a structured task-tracking system to ensure administrative deadlines are anticipated and met.
Coordinate and follow up on administrative processes to ensure timely completion.
Contribute to improving administrative processes and efficiency within the lab.

Staff Administration

Manage HR-related processes including employment contracts, onboarding, visas, and administrative documentation.
Ensure compliance with institutional procedures and deadlines.
Ensure staff holidays are taken in a timely manner.

Visitor, Travel & Event Coordination

Organize visitor logistics including visas, travel, accommodation, and venue arrangements.
Coordinate conferences, seminars, and collaborator travel.

Group Events & Community Activities

Organize internal group events such as lab retreats, group meetings, team-building activities, and social events.
Manage logistics, budgeting, and communication related to these events.

Expenses & Financial Follow-up

Monitor and reconcile expenses and credit card transactions.
Ensure completeness of documentation and compliance with institutional policies.

Laboratory Operations

Support the management of lab infrastructure and operational logistics.
Contribute to the smooth day-to-day functioning of the laboratory.

Communication & Visibility

Manage and update the lab’s communication channels (website, presentations, social media).
Ensure regular updates of publications and lab news on InfoScience and the website.
Communicate regularly and in a timely manner with the Professor regarding ongoing and completed tasks.

General Administrative Support

Provide administrative and logistical support to the laboratory.
Maintain regular office presence and act as a point of contact for administrative matters.

Profile

Language Skills

Full professional proficiency in both French and English (written and spoken) is mandatory.
Technical & Computer Skills : excellent computer proficiency, including advanced command of Excel (budget tracking, forecasting, data accuracy) and strong working knowledge of Word, PowerPoint, Outlook, and collaborative tools.

Financial & Administrative Competence

Demonstrated ability to manage budgets and accounting processes with high precision, reliability, and transparency.
Execution & Attention to Detail
Strong ability to follow and execute verbal and written instructions accurately, with careful attention to detail.

Organization & Task Management

Proven capacity to manage multiple priorities, meet deadlines consistently, and anticipate upcoming tasks.
High level of organization, rigor, and structured working methods.

Autonomy & Initiative

Autonomous, proactive, and solution-oriented, with the ability to take ownership of responsibilities and follow through independently.

Communication

Excellent communication skills, with the ability to provide clear, structured, and accurate updates to the Professor in a regular and professional manner.

Interpersonal Skills

Strong interpersonal skills and ability to interact professionally with faculty, staff, students, and external partners in a multicultural and international environment.

Education

Commercial training or education (CFC employée de commerce or equivalent).

Experience

Previous experience as an administrative assistant is required.
Prior experience at EPFL is a strong asset.

We offer

A diverse and supportive work environment
Favorable working conditions
Possibility of continued education

Informations

Contract Start Date : as soon as possible

Activity Rate : 50.00

Contract Type: CDI

Reference: 2133

Only applications submitted through the online platform are considered.

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