Administrative assistant

Mission

The IMOS lab focuses on the development of intelligent algorithms designed to improve the performance, reliability, and availability of complex industrial systems while making maintenance strategies more cost-efficient.

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

• Manage financial administration, including invoice processing, payment follow-up, and preparation of monthly credit card statements
• Oversee financial management of budgets, grants, and external funding in close collaboration with institutional services
• Monitor budgets and expenditures, ensuring alignment with project constraints and funding rules
• Maintain and update financial platforms (e.g., EPFL GrantsDB, mySNF)
• Prepare and verify financial reports for research projects

HR & Administrative Coordination

• Oversee time-tracking processes (Chronos), ensuring accuracy and compliance
• Prepare and manage working time reporting, including verification and follow-up of recorded hours
• Coordinate onboarding of new employees and visiting researchers (contracts, workspace setup, system access, visas, accommodation, health insurance)
• Organize arrivals of interns and Master’s students (accreditation, logistics, academic coordination)
• Monitor absences and ensure proper administrative follow-up
• Act as liaison with EPFL administrative services, funding agencies, and external partners

Operations & Logistics

• Manage laboratory IT equipment inventory
• Coordinate office space organization and access control (Lausanne site)
• Handle procurement of equipment

Events & General Support

• Organize workshops, group meetings, and team events
• Support the organization of conferences (logistics, coordination, and administrative follow-up)
• Provide administrative support for thesis defenses, as needed
• Coordinate travel arrangements and field trips for team members
• Maintain and update the laboratory website
• Support planning of social and team-building activities

Profile

• Commercial apprenticeship or equivalent professional experience
• Solid experience in administrative and financial management (ideally in an academic or small organizational setting)
• Strong financial and numerical skills
• Proficiency with standard office and administrative tools
• Well-organized, proactive, and able to work independently
• Excellent communication and problem-solving skills
• Service-oriented mindset with attention to detail
• Ability to manage multiple priorities in a dynamic environment
• Interest in working within a dynamic, international scientific environment
• Fluent in French and English (spoken and written)

Nice to have:

• Experience with EPFL administrative systems (e.g., GrantsDB, mySNF, Chronos)
• Experience in international logistics or academic administration

We offer

• A varied position in a dynamic environment
• The opportunity to work with stimulating team in 
• Excellent working conditions

Informations

Contract Start Date : 06/01/2026 

Activity Rate Min : 40.00 

Activity Rate Max : 50.00 

Contract Type: CDI

Reference: 2150