Administrative assistant

We are looking for an administrative assistant for a dual position encompassing the general administrative support for the CRYOS lab (40-50%) and the administrative support of the SWEET-EDGE project (25%)

For CRYOS:

- Administrative and financial management (bookkeeping, invoices creation and payment, credit cards monthly statement to the professor and members of the group)
- Administrative and financial management for budgetary funds, external funding, projects and the SUNWELL start-up in close collaboration with relevant services and update of the attached platforms (EPFL GrantsDB, mySNF, etc.);
- Preparation and verification of financial reports for laboratory projects
- Time-keeping management (Chronos)
- Management of the IT equipment inventory
- Management of Slack messaging for the CRYOS and SLF groups in collaboration with the SLF person in charge (monthly member update and billing)
- Management of the offices in Sion (workplace, general organization, cleaning, access)
- Purchase of new equipment and maintenance organization of scientific equipment abroad (exportation and importation with Rhenus transport company)
- Organisation of the team's travels (booking of transport tickets and accommodation), preparation and validation of expense notes
- Organisation of the arrival of new collaborators and visiting scientists (hiring procedures, workspace and access to EPFL systems,
support for visa, lodging, health insurance, etc.)
- Organisation of the arrival of trainees and master students (accreditation, transport arrangement, office, access, exam)
- General coordination with other EPFL services, funding agencies and partners
- Communication: edition of the annual report and other documents
- Communication : Maintenance of the CRYOS website
- Organisation of theses defenses, group meetings, excursions, and other activities organized by the professor / group.
- Update of the professor's agenda

For SWEET-EDGE:

- Management of Project Management Unit, Coordination Board and Advisory Board meetings: invitations and agendas, meeting rooms (physical or virtual) and logistics. Take notes and minutes
- Logistical support at Consortium events (Consortium Meetings, Biennale)
- Preparation of the Consortium's annual schedule and regular update of the contacts list
- Follow-up of legal and financial aspects with EPFL research department (supplementary budgets, sub-contracts, P&D)
- Update monitoring platforms (GrantsDB, etc..)
- Establish various administrative and accounting documents useful for project management
- Maintain financial monitoring and projection tables, taking into account available budgets and actual/forecast expenditure
- Monitor overall project progress and consistency between budgets and deliverables
- Elaboration and consolidation of the Consortium's annual financial report
- Organization of the site visit in coordination with the SFOE, the monitoring panel and the Coordination Board (choice of venue, establishment of the program and coordination of the presentation)

• Senior administrative assistant with 10+ years in a similar role
• Accounting and budget management skills
• Excellent communication, interpersonal and coordination skills
• At ease with MS Office tools and good knowledge of internal EPFL systems, tools and processes
• Proficient in french and english
• Proactive and dynamic, autonomous and with a high sens of responsibility in a multicultural environment

• An exciting opportunity to work in a lab and a multidisciplinary project at the forefront of climat change
• Attractive working conditions
• The opportunity to work with four different academic institutions in Switzerland

Contract Start Date : 03/01/2025

Activity Rate Min : 65.00

Activity Rate Max : 75.00

Contract Type: CDI

Duration:

Reference: 1261