Administrative Assistant / Professor's Secretary (60%-80%)

Mission

The École polytechnique fédérale de Lausanne (EPFL) is seeking a dynamic and reliable Administrative Assistant to support a professor and his laboratory. The candidate will ensure the smooth running of administrative processes and act as the central point of contact with EPFL services (HR, Finance, Procurement).

Main duties and responsibilities

• Handling HR processes: hiring, contract management, visa approvals, onboarding new employees, and liaising with HR.
• Laboratory financial administration: budget monitoring, invoice verification, cost center management, and financial reporting.
• Processing of expense reports, credit card statements, and travel expenses in accordance with EPFL guidelines.
• Organization and processing of orders (materials, equipment, services), including logistics.
• Document management and archiving (electronic and physical).
• Organization of meetings, seminars, visits, and travel (logistics, accommodations, visas).
• Correspondence and agenda management in French, English, and German; minute-taking.

Profile

• Completed commercial apprenticeship (CFC commercial employee or equivalent); Federal Certificate in Executive Assistance is a plus.
• Several years of professional experience as an administrative assistant, ideally in academic or research settings; experience at EPFL is desirable.
• Excellent organizational skills, initiative, attention to detail, and discretion.
• Very good knowledge of French, German, and English (written and spoken).
• Proficiency in MS Office (especially Word and Excel), ERP systems, and EPFL tools.
• Ability to interact effectively in multicultural teams at all levels.

We offer

Attractive working conditions in an international, innovative environment at a world-leading university.

Flexible working hours, professional development opportunities, and work-life balance programs.

A high degree of autonomy and responsibility within a dynamic team.

Please submit applications (CV, cover letter, references) exclusively via the EPFL Career Portal. Only complete applications will be considered.

Informations

Contract Start Date : 08/01/2026 or as agreed

Activity Rate Min : 60.00 

Activity Rate Max : 80.00 

Contract Type: CDD

Duration: Until August 31, 2028 

Reference: 2282