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 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 Mechanical Engineering Institute (IGM) is looking for one or more Administrative Assistant(s) (50%) for a maternity leave replacement for a period of 7 months by September 1st, 2023.** IGM is a young and dynamic Institute led by Prof. Herbert Shea and includes 24 Research Laboratories and 26 Faculty Members. IGM addresses pressing societal issues in energy efficiency and generation, climate change, manufacturing, mobility, health, and sustainability.

**Administrative Assistant (maternity leave replacement)**:
**Main duties and responsibilities include**:

- ** Administrative follow-up**
- Accounting management of the Institute's budgets (e.g., budgetary funds, Emeritus Professors' funds, monthly financial follow-up, and year-end landing forecasts, invoices, expenses, and credit card management, purchases, expense reports management (delegate for the expense claims of the Institute's Professors);
- Coordination of the STI internal funding initiatives (e.g., MidSizeEquip) within the Institute (centralization of the requests, submission and budget requests, transfers if applicable);
- Organization of Emeritus Professors' travels and/or expense reports management (upon request);
- Management of the Institute's infrastructure (inventory responsible, annual control);
- Provision of general support and logistics to the Institute.
- ** Events and seminars**
- Management of Inaugural and Honorary Lectures organization based on EPFL procedures (talk announcement, sending of invitations, registration management, catering and decoration organization, arrangements);
- Organization of IGM Faculty Meetings (dates confirmation, catering organization, delivery, and arrangements);
- Organization of year-end dinner, PATT lunches, special seminars, and promotion/evaluation seminars and meetings.

**Your profile:
- Full proficiency in both French and English is mandatory (both written and spoken)
- Computer proficiency with a very good command of Excel, Word, PowerPoint, Outlook, GDrive, etc...
- Confident and precise with budget organization and accounting
- Ability to interact with all levels of faculty, staff and students in multicultural/international environment
- Self-driven, good sense of organization and initiative, rigorous and attention to detail
- Commercial background or education (CFC de Commerce or equivalent)
- Previous experience at EPFL is required (good knowledge of EPFL structures and processes); previous experience in a laboratory and/or Institute is a strong asset

**We offer**:
An interesting temporary administrative position within the Mechanical Engineering Institute. Ideal for a professional wanting to increase the activity rate temporarily.

**Start date**:
By September 1st, 2023

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

**Work rate**:
50%

**Duration**:
7-months CDD, until March 2024

**Contact**:
Noelia Simone

**Remark**:
**Reference**:
Job Nb 3019

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