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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
• Led by EPFL’s Prof. Suliana Manley, the (LEB) is a world leader in microscopy and cellular biophysics research. The mission of the LEB is to train the next generation of biophysicists, and to perform cutting-edge research. We develop microscopes that enable gentler live cell imaging, and use them to study mitochondria – a key organelle in metabolism, health, and disease. We are launching a 6-year European-funded (ERC Synergy) project, with collaborating partners at the University of Bern and the MPI Heidelberg to study the interactions between mitochondria and partner organelles
• The LEB team consists of around 10 PhD students and postdoctoral fellows, and two technical staff. We carry out research and teaching, and travel to conferences to engage with the research community. Within our ERC collaboration, we anticipate organizing scientific visits, team-building events, and joint meetings and seminars. We recognize administrative and communication support as essential elements for our success as a team. We look forward to welcoming a new administrative specialist who will support our internal operations as well as our collaborative project
• We are seeking a highly motivated and organized professional to support impactful, mission-driven research within a collaborative, high-performance environment. This role is ideal for someone who thrives on solving problems, streamlining processes, and ensuring clear communication across teams. You would be a part of the team and report to Prof. Suliana Manley

Finance & Accounting

• Manage credit cards, purchases, and order follow-up, including tax-related matters
• Oversee budgets (forecasting, expenditure tracking, and allocation across funding sources)
• Prepare accurate and timely financial reports
• Ensure consistent task follow-through and high standards of accuracy, particularly in external communications
• Identify and implement improvements to streamline financial processes and communication
• Plan and coordinate events and visits (10–50 participants, including lab members, academic guests, invited speakers, and candidates)
• Organize logistics, including venue booking, catering, scheduling, on-site support, travel, accommodation, and reimbursements

Staff Administration

• Support hiring processes (employment contracts, visa coordination, HR follow-up)
• Coordinate onboarding (housing, insurance, general services, access, and accreditations)
• Monitor staff hours, vacation, and absences

Administrative & Financial

• Experience with budget management and financial tracking
• Ability to prepare financial reports
• Proficiency in Microsoft Office, particularly Excel
• Strong organizational and coordination skills
• Experience in event planning and execution
• Excellent task management abilities
• Strong attention to detail and commitment to high-quality output
• Comfortable using modern collaboration tools (e.g., Slack, Google Calendar)
• Adaptable to new technologies and workflows
• Familiarity with AI tools to enhance productivity is a plus
• French and English proficiency are required
• Flexibility, pro-activity, and organizational skills are essential
• A position with a high level of autonomy and responsibility
• A welcoming, supportive and respectful team atmosphere
• The opportunity to learn new skills, processes, platforms
• A dynamic and multicultural team at an internationally renowned institution
• Duration: One-year renewable, 3 months probation period