Administrative Assistant

vor 2 Wochen

Lausanne, 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 institution: 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.
- At CECAM Headquarters, in EPF-Lausanne, we are seeking an Administrative Assistant for a maternity leave replacement.

**Administrative assistant (30-50%) - W/M**:
**Your mission**:
Providing full administration support to the Director and the Deputy Director of the CECAM.

**Main duties and responsibilities include**:

- The management of the Director's diary
- The organisation of the scientific travels (e.g., to conferences) of the Director, the Deputy Director and the administrative staff, including processing of travel expenses claims
- The organisation of the scientific travels (e.g., to conferences) of the Director's research group members, including processing of travel expenses claims
- The organisation of the short
- and long-term visits of the CECAM scientific guests including travel arrangements and travel expense claims
- The administrative management of research and administrative staff : HR follow-up, hiring, welcoming new joiners, contract renewal/changes, absences and vacation periods, etc.
- Coordinating all matters related to the day-to-day functioning of the office
- Dealing with correspondence (in English) with the CECAM governing bodies, CECAM Member Organisations and CECAM Nodes
- Administrative management of contracts (e.g., CECAM convention, Node agreements, HQ agreement, etc.).
- Preparation of documents (in English) such as e.g., Annual Activity Reports, Proposals for Activities, and taking and writing up of the minutes of the meetings

**Your profile**:

- Full proficiency in both English and French is mandatory (both written and spoken)
- At least 3 years of secretarial work experience in academia or other international organisations
- Accomplished communication/editing abilities in English
- Computer proficiency (Outlook, Word, Excel, PowerPoint, Acrobat)
- Ability to interact with all levels of faculty, staff and students in multicultural environment
- Good understanding of accounting and finance
- Commercial background or education (CFC de Commerce or equivalent)
- Previous experience as an administrative assistant; a previous experience at EPFL is a strong asset

**We offer**:

- Excellent working conditions in a multicultural environment and a congenial unit
- Further education opportunities

**Start date**:
Beginning of 2024

**Term of employment**:
Fixed-term (CDD)

**Work rate**:
30-50%

**Duration**:
Approx. 4 to 5 months fixed-term contract (CDD)

**Contact**:
**Remark**:
**Reference**:
Job Nb 3154

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