Administrative assistant 40-50%

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. Administrative assistant 40-50% Mission As the administrative assistant of the HOBEL laboratory at EPFL Fribourg, you will be responsible for the administrative operations that ensure the efficient and professional functioning of the group. You will collaborate closely with the professor, researchers, students, and EPFL administrative services to support the smooth execution of projects and daily activities. In this role, you will play a central part in enabling the lab's research and operational missions. You will work closely with and report directly to the lab head. Main duties and responsibilities Financial and Administrative Management Bookkeeping, invoice creation and payment, and monthly credit card statement preparation Financial management of budgetary funds, external funding, and projects, in close collaboration with relevant services Update and maintenance of associated financial platforms (, EPFL GrantsDB, mySNF, etc.) Preparation and verification of financial reports for laboratory projects Time-keeping management (Chronos) Operations and Infrastructure Management of IT equipment inventory Management of offices (workspace organization and access control) Purchase of new equipment and coordination of maintenance for scientific equipment abroad, including export/import logistics with the transport company Human Resources & Onboarding Organization of arrivals for new employees and visiting researchers (contracts and hiring procedures, workspace setup, EPFL systems access, visa support, lodging, health insurance) Onboarding of interns and master's students (accreditation, office access, transportation arrangements, exam coordination) Follow-up of absences and coordination with administrative services General liaison with EPFL units, funding agencies, and external partners Events, Communication & Support Organization of thesis defenses, group meetings, excursions, and lab-hosted activities Maintenance and updating of the HOBEL website Coordination of travel logistics and field trips for team members Organization of social and team-building events Updating and maintenance of the professor's agenda Profile - Commercial apprenticeship or equivalent administrative qualification - Strong numerical skills; comfortable with Excel and online financial systems - Experience in accounting or administrative management of a small-to-mid sized unit (10-20 people) - Proactive, autonomous, and reliable in task follow-up - Strong communication and problem-solving skills - Service-oriented mindset with a high attention to detail - Fluency in English and French; German is an asset - Interested in working in a research and scientific environment - Enjoys taking initiative, anticipating needs, and improving processes. We offer - A stimulating position in an international environment where you can be part of a scientific group working on cutting edge research - Flexible working time - Excellent conditions Informations Contract Start Date : 01/01/2026 Activity Rate Min : Activity Rate Max : Contract Type: CDI Duration: Reference: 1916 jidde81622afr jit1148afr jpiy25afr