Operations Manager and Assistant to the Directors

Short Description

We are seeking an Operations Manager and Assistant to the Directors to serve as a central member of LiGHT's leadership and administrative structure. This role anchors the organizational efficiency of a fast-paced, international research lab while providing high-quality executive support to the Directors. It combines operational coordination, administrative oversight, and direct executive assistance to ensure that LiGHT's systems, communications, travel, and partnerships function smoothly and reliably.

The successful candidate will work closely with the Directors and senior leads to anticipate needs, coordinate activities, and maintain clear operational systems that support LiGHT's scientific, institutional and global collaborations. This position is ideal for someone who thrives in a dynamic environment, is deeply organized, and can balance strategic coordination with hands-on, detail-oriented execution.

Mission

The Laboratory for Intelligent Global Health and Humanitarian Response Technologies (LiGHT) is an impact-driven research group creating novel AI tools specifically adapted to limited-resource and volatile global health settings and bringing them to scaled, locally owned implementation.

It is based at the Swiss Institute of Technology (EPFL) – In the top 10 computer science institutions globally, EPFL is a deeply international hub for technical excellence in AI.

Our mission is to develop safe, scalable, and context-aware digital health tools. We work with international NGOs such as WHO, MSF, ICRC, and national ministries of health to design, create, validate and deploy trustworthy AI in real-world healthcare systems—especially in settings where clinical resources are limited and stakes are high.

Main duties and responsibilities

1) Organizational Leadership & Coordination

• Translate leadership goals into structured workflows, planning tools and administrative systems.
• Maintain and refine dashboards, calendars and tracking tools used across the lab.
• Coordinate HR processes including recruitment, onboarding, contract renewals, evaluations and departures.
• Oversee reimbursements, procurement, and documentation workflows, ensuring compliance with EPFL procedures.
• Prepare and maintain institutional, ethical and audit documentation.

2) Executive Support to the Directors

• Manage the Directors' calendars, scheduling complex meetings across institutions and time zones.
• Coordinate international travel (flights, accommodation, visas), prepare detailed itineraries, and manage expense reporting.
• Draft, edit, and send correspondence, letters, presentations and briefing notes on behalf of the Directors.
• Prepare agendas and background materials for high-level meetings with donors, advisory boards, and international partners.
• Take clear minutes and follow up on action items with relevant stakeholders.
• Handle confidential matters with discretion and professionalism.

3) Operational Excellence & Event Logistics

• Lead planning and logistics for travel, workshops, stakeholder visits and internal events.
• Document lab travel activities and ensure post-travel summaries and institutional memory are maintained.
• Oversee day-to-day operations of the lab space, ensuring that shared areas are organized, functional, inspirational and prepared our staff, students and visitors.

4) Partnership & Stakeholder Coordination

• Serve as an administrative liaison with EPFL, Harvard/Ariadne Labs and other partner institutions.
• Coordinate meetings, reporting cycles, and preparation of joint materials with collaborators.
• Maintain a stakeholder engagement plan and consolidate updates for governance and donor reporting.

5) Culture & Internal Communication

• Strengthen internal communication across a large, interdisciplinary and international team.
• Assist with lab-wide coordination, onboarding sessions, team meetings and retreats.
• Help maintain a cohesive and supportive team culture through structured communication and proactive problem-solving.
• Maintain LiGHT's digital and visual presence by keeping the website up to date, managing social media, and ensuring a coherent, high-quality visual identity across all materials, including templates, posters, presentations, summaries and external communications.

Profile

Required Skills

• Bachelor's degree in management, operations, business administration, or equivalent professional experience.
• Proven track record of coordinating complex activities across teams or projects.
• Strong organizational and problem-solving skills with meticulous attention to detail.
• Excellent interpersonal skills and capacity to work autonomously while staying aligned with leadership goals.
• Excellent written and spoken English; professional proficiency in French preferred.
• Proactive, structured, and solution-oriented mindset.

Preferred Qualifications

• Knowledge of EPFL systems, policies, and research administration.
• Experience in academic, research, healthcare, or humanitarian environments.
• Familiarity with collaborative tools such as Notion, Slack, GitHub, and Google Workspace.
• Experience managing budgets, reimbursements, or institutional compliance workflows.
• High emotional intelligence and professional discretion in handling sensitive matters.

We offer

• Mission-driven work at the intersection of technology, health, and global equity
• A creative, ambitious, and collaborative team across continents
• Excellent working conditions

What We Value

At LiGHT, we work with care and rigor. We value curiosity, collaboration, principled innovation, and design that serves. Our operational excellence is a central value. You'll be joining a team that thrives on meaningful challenge, creativity, and a shared mission.

Informations

Contract Start Date : 01/01/2026

Activity Rate : 40.00

Activity Rate Max : 60%

Contract Type: CDD

Duration: 1 year, renewable

Reference: 1912