Administrative assistant 50%

Mission

The Sycamore Lab is a research group focusing on mathematical foundations of interactive decision-making in dynamic and uncertain environments. The group currently consists of 10 doctoral students and works on advancing theory and algorithms motivated by practical applications in transportation, markets, energy systems, and robotics.

We are seeking a highly organized, detail-oriented, and proactive administrative assistant to manage the laboratory’s financial, administrative, and operational activities with a high degree of accuracy, autonomy, and timeliness

Main Duties And Responsibilities

Financial & Budget Management

• Manage the laboratory’s budget, grants, and third-party funds (salaries, expenses, purchases, credit cards, forecasting, and financial reporting).
• Ensure accurate, transparent, and well-documented financial operations.
• Prepare bi-annual financial updates for the Professor on budget status and projections.
• Monitor budgets and proactively flag discrepancies or upcoming deadlines.

Administrative Coordination & Task Management

• Maintain a structured task-tracking system to ensure administrative deadlines are anticipated and met.
• Coordinate and follow up on administrative processes to ensure timely completion.
• Contribute to improving administrative processes and efficiency within the lab.

Staff Administration

• Manage HR-related processes including employment contracts, onboarding, visas, and administrative documentation.
• Ensure compliance with institutional procedures and deadlines.
• Ensure staff holidays are taken in a timely manner.

Visitor, Travel & Event Coordination

• Organize visitor logistics including visas, travel, accommodation, and venue arrangements.
• Coordinate conferences, seminars, and collaborator travel.

Group Events & Community Activities

• Organize internal group events such as lab retreats, group meetings, team-building activities, and social events.
• Manage logistics, budgeting, and communication related to these events.

Expenses & Financial Follow-up

• Monitor and reconcile expenses and credit card transactions.
• Ensure completeness of documentation and compliance with institutional policies.

Laboratory Operations

• Support the management of lab infrastructure and operational logistics.
• Contribute to the smooth day-to-day functioning of the laboratory.

Communication & Visibility

• Manage and update the lab’s communication channels (website, presentations, social media).
• Ensure regular updates of publications and lab news on InfoScience and the website.
• Communicate regularly and in a timely manner with the Professor regarding ongoing and completed tasks.

General Administrative Support

• Provide administrative and logistical support to the laboratory.
• Maintain regular office presence and act as a point of contact for administrative matters.
  

Profile

Language Skills

• Full professional proficiency in both French and English (written and spoken) is mandatory.
• Technical & Computer Skills : excellent computer proficiency, including advanced command of Excel (budget tracking, forecasting, data accuracy) and strong working knowledge of Word, PowerPoint, Outlook, and collaborative tools.

Financial & Administrative Competence

• Demonstrated ability to manage budgets and accounting processes with high precision, reliability, and transparency.
• Execution & Attention to Detail
• Strong ability to follow and execute verbal and written instructions accurately, with careful attention to detail.

Organization & Task Management

• Proven capacity to manage multiple priorities, meet deadlines consistently, and anticipate upcoming tasks.
• High level of organization, rigor, and structured working methods.

Autonomy & Initiative

• Autonomous, proactive, and solution-oriented, with the ability to take ownership of responsibilities and follow through independently.

Communication

• Excellent communication skills, with the ability to provide clear, structured, and accurate updates to the Professor in a regular and professional manner.

Interpersonal Skills

• Strong interpersonal skills and ability to interact professionally with faculty, staff, students, and external partners in a multicultural and international environment.

Education

• Commercial training or education (CFC employée de commerce or equivalent).

Experience

• Previous experience as an administrative assistant is required.
• Prior experience at EPFL is a strong asset.

We offer

• A diverse and supportive work environment
• Favorable working conditions
• Possibility of continued education

Informations

Contract Start Date : as soon as possible

Activity Rate : 50.00

Contract Type: CDI

Reference: 2133

Only applications submitted through the online platform are considered.