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EPFL, the Swiss Federal Institute of Technology in Lausanne, is one of the most dynamic university campuses in Europe and ranks among the top 20 universities worldwide. The EPFL employs more than 6,500 people supporting the three main missions of the institutions: education, research and innovation. The EPFL campus offers an exceptional working environment at the heart of a community of more than 18,500 people, including over 14,000 students and 4,000 researchers from more than 120 different countries

Mission

• As the administrative assistant of the HOBEL laboratory at EPFL Fribourg, you will be responsible for the administrative operations that ensure the efficient and professional functioning of the group. You will collaborate closely with the professor, researchers, students, and EPFL administrative services to support the smooth execution of projects and daily activities. In this role, you will play a central part in enabling the lab’s research and operational missions. You will work closely with and report directly to the lab head
• Bookkeeping, invoice creation and payment, and monthly credit card statement preparation, Financial management of budgetary funds, external funding, and projects, in close collaboration with relevant services, Update and maintenance of associated financial platforms (e.g., EPFL GrantsDB, mySNF, etc.), Preparation and verification of financial reports for laboratory projects, Time-keeping management (Chronos)
• Management of IT equipment inventory, Management of offices (workspace organization and access control), Purchase of new equipment and coordination of maintenance for scientific equipment abroad, including export/import logistics with the transport company
• Organization of arrivals for new employees and visiting researchers (contracts and hiring procedures, workspace setup, EPFL systems access, visa support, lodging, health insurance), Onboarding of interns and master’s students (accreditation, office access, transportation arrangements, exam coordination), Follow-up of absences and coordination with administrative services, General liaison with EPFL units, funding agencies, and external partners
• Organization of thesis defenses, group meetings, excursions, and lab-hosted activities, Maintenance and updating of the HOBEL website, Coordination of travel logistics and field trips for team members, Organization of social and team-building events, Updating and maintenance of the professor’s agenda

Profile

• Commercial apprenticeship or equivalent administrative qualification
• Strong numerical skills; comfortable with Excel and online financial systems
• Experience in accounting or administrative management of a small-to-mid sized unit (10–20 people)
• Proactive, autonomous, and reliable in task follow-up
• Strong communication and problem-solving skills
• Service-oriented mindset with a high attention to detail
• Fluency in English and French; German is an asset
• Interested in working in a research and scientific environment
• Enjoys taking initiative, anticipating needs, and improving processes

We offer

• A stimulating position in an international environment where you can be part of a scientific group working on cutting edge research
• Flexible working time
• Excellent conditions