Executive administrative assistant

Job Detail

Job-ID 398172

Job-Beschreibung

MissionProvide high quality support to the Dean and the Dean’s office by ensuring the smooth supervision and management of all administrative/logistical activities. This position is a central point of contact and requires close collaboration with the Dean’s office, EPFL senior management, the school’s institutes, faculty members and EPFL central services.Main duties and responsibilities

Managing the Dean’s agenda and mailbox, organizing travel, expenses, the Dean’s reception desk, and greeting visitors. Consolidating, organizing and filing all information according to the needs of the Dean and the Dean’s Office. Submit requests that require the Dean’s review and signature, ensuring that they are routed to the appropriate individuals and filed appropriately. Cascade communication to appropriate stakeholders. On behalf of the Dean, validate absences of the Dean’s direct reports.
Organize STI small and large board meetings, STI school council, collège élargi and other relevant meetings and events such as regular staff meetings, STI retreat, advisory board, Christmas event. Ensure proper filing and accessibility of information with appropriate access rights. This includes preparing and sending out agendas, inviting members/participants, booking conference rooms, writing minutes, collecting and storing presentations/materials, and conducting votes when necessary. Act as secretary of the STI School Council and as a contact person for the EPFL School Assembly.
To be attentive and to listen actively to all the actors of the institution and to transmit messages to the team of the Dean’s Office and to the STI School. To seek a high standard of communication for a better understanding of actions, policies, strategies.
Liaise with Institutes to ensure Dean involvement in events related to professors, such as inaugural and honorary lectures (including laudatio), Institute meetings, annual meetings with professors and MERs.

ProfileEducation:

CFC d’employée de commerce with at least 7 to 10 years of experience or equivalent, Brevet fédéral d’assistant-e de direction is a strong asset.
French and English (min. C1)

Knowledge:

ln-depth knowledge of EPFL and its various services.
Strong IT skills in Word, Excel, PowerPoint, Teams, OneDrive (MS 365)

Skills:

Personal organization, priority management, service orientation, proactive, excellent team and interpersonal skills, rigor, attention to detail and confidentiality.
Ability to work in a multicultural environment and interact with all levels of the school, faculty, staff, and students.
Self-motivated, good sense of initiative, responsive and autonomous.

We offer

A stimulating, dynamic, interdisciplinary, and international working environment
The opportunity to be involved in a variety of innovative projects
Excellent working conditions in a top university

InformationsContract Start Date : immediately or upon agreement, latest 1st of July 2025.Activity Rate Min : 80.00Activity Rate Max : 100.00Contract Type: CDIReference: 1403

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