Mission
At ECEO, we conduct research at the intersection of machine learning, remote sensing, and environmental science. Hence, our research axes blend technological innovations with environmental understanding.
As an Administrative Assistant, you ensure the smooth and efficient day-to-day operations of the laboratory. You act as a central point of coordination for administrative, financial, and organizational activities, supporting both academic and operational functions.
Main duties and responsibilities
Financial Administration
1. Manage financial administration, including invoice processing, payment follow-up, and preparation of monthly credit card statements
2. Oversee financial management of budgets, grants, and external funding in close collaboration with institutional services
3. Monitor budgets and expenditures, ensuring alignment with project constraints and funding rules
4. Maintain and update financial platforms (e.g., EPFL GrantsDB, mySNF)
5. Prepare and verify financial reports for research projects
HR & Administrative Coordination
6. Oversee time-tracking processes (Chronos), ensuring accuracy and compliance
7. Prepare and manage working time reporting, including verification and follow-up of recorded hours
8. Coordinate onboarding of new employees and visiting researchers (contracts, workspace setup, system access, visas, accommodation, health insurance)
9. Organize arrivals of interns and Master’s students (accreditation, logistics, academic coordination)
10. Monitor absences and ensure proper administrative follow-up
11. Act as liaison with EPFL administrative services, funding agencies, and external partners
Operations & Logistics
12. Manage laboratory IT equipment inventory
13. Coordinate office space organization and access control (Lausanne site)
14. Handle procurement of equipment
Events & General Support
15. Organize workshops, group meetings, and team events
16. Support the organization of conferences (logistics, coordination, and administrative follow-up)
17. Provide administrative support for thesis defenses, as needed
18. Coordinate travel arrangements and field trips for team members
19. Maintain and update the laboratory website
20. Support planning of social and team-building activities
Profile
21. Commercial apprenticeship or equivalent professional experience
22. Solid experience in administrative and financial management (ideally in an academic or small organizational setting)
23. Strong financial and numerical skills
24. Proficiency with standard office and administrative tools
25. Well-organized, proactive, and able to work independently
26. Excellent communication and problem-solving skills
27. Service-oriented mindset with attention to detail
28. Ability to manage multiple priorities in a dynamic environment
29. Interest in working within a dynamic, international scientific environment
30. Fluent in French and English (spoken and written)
Nice to have:
31. Experience with EPFL administrative systems (e.g., GrantsDB, mySNF, Chronos)
32. Experience in international logistics or academic administration
We offer
33. A varied position in a dynamic environment
34. The opportunity to work with stimulating team in
35. Excellent working conditions
Informations
Contract Start Date :
Activity Rate Min : 50.00
Activity Rate Max : 50.00
Contract Type: CDI
Duration:
Reference: 2162