Administrative Assistant / Professor's

Administrative Assistant / Professor's Secretary

École Polytechnique Fédérale de Lausanne (EPFL), Switzerland

The École Polytechnique Fédérale de Lausanne (EPFL) invites applications for the position of Administrative Assistant / Professor's Secretary (60%–80%). EPFL is seeking a dynamic and reliable professional to support a professor and their laboratory by ensuring the smooth management of administrative processes and serving as a key liaison with institutional services.

Organization: École Polytechnique Fédérale de Lausanne (EPFL)
Position: Administrative Assistant / Professor's Secretary (60%–80%)
Location: Lausanne, Switzerland
Employment Type: Part-time (60%–80%)

About the Role

The selected candidate will provide comprehensive administrative support to a professor and research laboratory, acting as the central point of contact with various EPFL services, including:

• Human Resources (HR)

• Finance

• Procurement and Administrative Services

The role requires excellent organizational abilities, strong communication skills, and the capacity to work effectively in an international and multicultural academic environment.

Key Responsibilities

Human Resources Administration

• Manage hiring and onboarding processes for new employees.

• Coordinate contract management and visa approvals.

• Liaise with EPFL's Human Resources department.

Financial Administration

• Monitor laboratory budgets and financial activities.

• Verify invoices and manage cost centers.

• Prepare financial reports and administrative documentation.

Expense and Procurement Management

• Process expense reports, credit card statements, and travel reimbursements.

• Organize and process orders for materials, equipment, and services.

• Coordinate procurement logistics and related administrative procedures.

Administrative and Event Coordination

• Maintain electronic and physical document archives.

• Organize meetings, seminars, visits, and business travel arrangements.

• Coordinate accommodations, travel logistics, and visa-related requirements.

Communication and Secretariat Support

• Manage correspondence and calendars in multiple languages.

• Prepare meeting agendas and take minutes.

• Serve as an administrative interface between the laboratory and institutional departments.

Eligibility Criteria

Applicants should possess:

• Completed commercial apprenticeship (CFC Commercial Employee) or an equivalent qualification.

• Federal Certificate in Executive Assistance (desirable but not mandatory).

• Several years of professional experience as an administrative assistant, preferably within academic or research environments.

• Prior experience at EPFL is considered an advantage.

Required Skills and Competencies

Successful candidates should demonstrate:

• Excellent organizational and time-management skills.

• Strong initiative, attention to detail, and discretion.

• Proficiency in French, German, and English (written and spoken).

• Advanced knowledge of Microsoft Office, particularly Word and Excel.

• Familiarity with ERP systems and administrative management tools.

• Ability to work effectively in multicultural and interdisciplinary teams.

• Strong interpersonal and communication skills.

Why Join EPFL?

EPFL offers an opportunity to work at one of Europe's leading science and technology institutions in an international and collaborative environment. The selected candidate will:

• Contribute to the smooth functioning of a dynamic research laboratory.

• Work closely with faculty members and institutional services.

• Gain exposure to international academic and research administration.

• Be part of a multicultural and innovation-driven community.

• Develop professional expertise in higher education administration and research support.

How to Apply

Interested candidates are encouraged to submit their applications through the official recruitment portal of École Polytechnique Fédérale de Lausanne (EPFL).

Organization: École Polytechnique Fédérale de Lausanne (EPFL)
Position: Administrative Assistant / Professor's Secretary (60%–80%)
Location: Lausanne, Switzerland

Why Apply?

This position is an excellent opportunity for experienced administrative professionals seeking to build a career in higher education and research administration while working in an internationally renowned institution known for its excellence in research, innovation, and academic collaboration.