Administrative Assistant

vor 2 Wochen

Lausanne, Waadt, Schweiz EPFL Vollzeit

EPFL, the Swiss Federal Institute of Technology in Lausanne, is one of the most dynamic university campuses in Europe and ranks among the top 20 universities worldwide.

The EPFL employs more than 6,500 people supporting the three main missions of the institutions:
education, research and innovation.

The EPFL campus offers an exceptional working environment at the heart of a community of more than 17,000 people, including over 12,500 students and 4,000 researchers from more than 120 different countries.


  • The ORD National Strategy Council (StraCo) is a highlevel science policy body of Switzerland, created to oversee the implementation of the Swiss Open Research Data Strategy. It is composed of toplevel decisions makers from national research organisations: the presidents of ETHZ and EPFL, the director of SNSF, the president of Swiss Academies, and 5 rectors from cantonal universities.
  • The StraCo is advised and supported by a Coordination Group (CoG) formed of expert staff from all the institutions represented in the StraCo. In addition, the CoG sets up task forces / working groups for certain tasks.
  • The StraCo has asked the CoG to rapidly increase its capacities, and to coordinate the mobilization of significant new resources.
  • The CoG's administration is hosted operationally at EPFL. The advertised position comes with an EPFL contract, with a workplace in Lausanne.

Administrative assistant (50-60%):

Your mission:

  • You will assist the CoG by managing its administrative processes efficiently and with a high degree of independence and responsibility. You will also provide operational support for the CoG.
  • You will report to the Chair of the CoG, and work closely with the CoG's Scientific/Policy Officer.

Main duties and responsibilities include:

  • Provide general administration, including support for budgeting/accounting, in accordance with EPFL processes.
  • Manage processes for procurement, subcontracting, grant making, and hiring, to streamline the CoG's ability to mobilise resources.
  • Manage calendars for the StraCo, the CoG, and related entities. Liaise with other assistants to facilitate planning.
  • Manage contractual and reporting obligations, stemming from to StraCo's national governance mission and from its funding.
  • Manage documentation, access, and archival (SharePoint)
  • Support with text and document editing, the preparation of presentations, and simple translations (with the help of DeepL).
  • Otherwise support CoG members and staff in their tasks (e.g., help with taking minutes, implementation of communication strategy, organisation of events).

Your profile:

  • You have 5+ years of experience with administration. A knowledge of EPFL administrative processes would be a plus.
  • You are detailsoriented in your own work, and you enjoy helping others do things "right and proper."
  • You are both dependable and independent, with an exceptional sense of professional responsibility and organisational skills.
  • You can handle—perhaps even enjoyworking with complex tasks, involving many partners, and moving requirements.
  • You work efficiently with office and collaboration software (Word, Excel, Office365/Teams/SharePoint, Zoom). Advanced skills would be a plus (e.g., use of Word styles, Excel pivot tables, SharePoint access controls, etc.).

We offer:

  • Excellent working conditions and flexibility.
  • The opportunity of continuous training and development according to the requirements of the function.
  • A stimulating, dynamic, international working environment.

Start date:

As soon as possible.

Term of employment:

Fixed-term (CDD)

Work rate:

50-60%

Duration:

1 year, renewable.

Remark:

Reference:

Job Nb 3046

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