Mission
The DIAS laboratory under the supervision of Professor Ailamaki, is seeking an Administrative Assistant to support its financial management, administrative operations, and collaborative activities.
Main duties and responsibilities
Administrative management
1. Staff administration, preparation of hiring/leaving files, employment contracts (academic, non-academic), employment of temporary academic and non-academic staff, visiting PhD students, Teaching assistants, internships (summer@epfl, summer in the lab) etc…
2. Organization of trips, meetings, conferences, seminars, symposiums
3. Orders and inventories of laboratory materials, equipment
4. Creation and follow-up of expense reports and payment orders
5. Mail and correspondance in French and English
6. Welcoming new team members, reception (staff and visitors)
7. Complete travel management for visitors (visiting professors, guests, trainees, visiting students, etc ... ) and invitation file, assistance with visa application, accommodation, reimbursement of expenses
8. Absence management
9. Agenda management (Professor and Lab)
10. Documents and administrative tasks related to teaching
Financial management
11. Annual Budget preparation
12. Follow-up of budget accounts
13. Follow-up of the administrative management of research projects or mandates
14. Processing of supplier and debtor invoices
15. Management of the laboratory's credit card
16. Support coordination of collaborations and multi-partner projects
17. Assist in grant budget preparation and administrative follow-up
18. Track deliverables and reporting requirements
Event support
19. Provide administrative support for events, workshops, travel, and teaching activities (including invited speakers and summer schools)
20. Team building organization
Profile
21. Experience in budget organization and accounting
22. Experience as an administrative assistant and in project coordination
23. Strong organizational skills and ability to manage multiple priorities
24. Proactive reliable, and service-oriented, with a “can-do” mindset
25. Fluency in French and English required
26. Ability to thrive in a multicultural environment and contribute to a dynamic team
Informations
Contract Start Date : as soon as possible
Activity Rate : 30%-50%
Contract Type: CDI
Reference: 2203