Description
Led by EPFL’s Prof. Suliana Manley, the Laboratory of Experimental Biophysics (LEB) is a world leader in microscopy and cellular biophysics research. The mission of the LEB is to train the next generation of biophysicists, and to perform cutting-edge research. We develop microscopes that enable gentler live cell imaging, and use them to study mitochondria – a key organelle in metabolism, health, and disease. We are launching a 6-year European-funded (ERC Synergy) project, with collaborating partners at the University of Bern and the MPI Heidelberg to study the interactions between mitochondria and partner organelles.
The LEB team consists of around 10 PhD students and postdoctoral fellows, and two technical staff. We carry out research and teaching, and travel to conferences to engage with the research community. Within our ERC collaboration, we anticipate organizing scientific visits, team-building events, and joint meetings and seminars. We recognize administrative and communication support as essential elements for our success as a team. We look forward to welcoming a new administrative specialist who will support our internal operations as well as our collaborative project.
Mission
We are seeking a highly motivated and organized professional to support impactful, mission-driven research within a collaborative, high-performance environment. This role is ideal for someone who thrives on solving problems, streamlining processes, and ensuring clear communication across teams. You would be a part of the team and report to Prof. Suliana Manley.
Main duties and responsibilities
Finance & Accounting
1. Manage credit cards, purchases, and order follow-up, including tax-related matters
2. Oversee budgets (forecasting, expenditure tracking, and allocation across funding sources)
3. Prepare accurate and timely financial reports
4. Ensure consistent task follow-through and high standards of accuracy, particularly in external communications
5. Identify and implement improvements to streamline financial processes and communication
Travel & Conferences
6. Plan and coordinate events and visits (10–50 participants, including lab members, academic guests, invited speakers, and candidates)
7. Organize logistics, including venue booking, catering, scheduling, on-site support, travel, accommodation, and reimbursements
Staff Administration
8. Support hiring processes (employment contracts, visa coordination, HR follow-up)
9. Coordinate onboarding (housing, insurance, general services, access, and accreditations)
10. Monitor staff hours, vacation, and absences
Profile
Administrative & Financial
11. Experience with budget management and financial tracking
12. Ability to prepare financial reports
13. Proficiency in Microsoft Office, particularly Excel
Execution & Organizational
14. Strong organizational and coordination skills
15. Experience in event planning and execution
16. Excellent task management abilities
17. Strong attention to detail and commitment to high-quality output
Digital & Technical
18. Comfortable using modern collaboration tools (e.g., Slack, Google Calendar)
19. Adaptable to new technologies and workflows
20. Familiarity with AI tools to enhance productivity is a plus
Profile
21. French and English proficiency are required
22. Flexibility, pro-activity, and organizational skills are essential
We offer
23. A position with a high level of autonomy and responsibility
24. A welcoming, supportive and respectful team atmosphere
25. The opportunity to learn new skills, processes, platforms
26. A dynamic and multicultural team at an internationally renowned institution
Informations
Contract Start Date : 07/01/2026
Activity Rate Min : 60.00
Activity Rate Max : 60.00
Contract Type: CDD
Duration: One-year renewable, 3 months probation period
Reference: 2212