Administrative Assistant at the Geological Institute
40%, Zurich, permanent
The Geological Institute is one of three institutes in the Department of Earth and Planetary Sciences (EAPS). The institute oversees teaching both in the classroom and through field excursions, and conducts research in laboratories and field sites around the world. It features a mix of regular and assistant professorships and fosters a collaborative environment at all levels, promoting efficient and balanced management of workloads among Administrative Assistants.
In the vibrant international environment of university research, you and your colleagues will be responsible for the administrative office supporting six regular professorships comprised of approximately 80 staff members.
An increase in workload to approximately 60% may be possible at a later date.
Job Description
In this dynamic role, you will serve as the main point of contact for two active professorships. Your key responsibilities will include:
Managing the budget of the professorships, encompassing both internal base funding and external research grants.
Monitoring and forecasting budgets, processing invoices, managing credit cards, preparing financial reports, and coordinating audits.
Collaborating with finance, budget, and student offices to ensure compliance with ETH policies and procedures.
Initiating and supporting personnel workflows such as contracts for PhD students, Postdoctoral researchers, Laboratory Assistants, and technical staff while working closely with HR for administrative processes.
Assisting with administrative tasks related to teaching, including scheduling, field teaching, grade entry, and record-keeping.
Planning logistics for group research activities, including field research and coordinating equipment purchases.
Reserving rooms, restaurants, and catering, creating documents and presentations, and arranging travel for guests and conferences.
Overseeing office furniture, addressing maintenance requests, managing mail distribution, and controlling access to shared rooms, including key management.
You will also serve as a central point of contact for the professorship and coordinate with other Administrative Assistants within the institute to ensure efficient execution of workload across the professorships.
Profile
A background in office administration or a related field is beneficial, but candidates from any educational background demonstrating the necessary competencies and mindset are welcome.
A spirit of helpfulness and collaboration is paramount; we seek a solution-oriented team player who supports the diverse projects and responsibilities of our internationally renowned research group.
You excel at multitasking, prioritizing tasks, and proactively meeting deadlines in a dynamic and innovative research environment.
Strong adaptability is critical as responsibilities may evolve.
A very good command of English and German, both oral and written, is essential.
Workplace
We Offer
Your career with impact: Become part of ETH Zurich, which supports your professional development and contributes to positive change in society.
This position provides a stimulating blend of administrative and organizational tasks in a dynamic, team-focused environment.
Engage with a bright set of young minds from diverse cultures and backgrounds, and support their growth and development.
Participate in internal introductory courses for administrative assistant functions and network with various colleagues and stakeholders.
Access to a wide variety of training opportunities.
Be part of our commitment to a sustainable and climate-neutral university.
Enjoy numerous benefits, such as public transport season tickets, car sharing, various sports offered by ASVZ, childcare, and attractive pension benefits.
We Value Diversity
In line with our values, ETH Zurich encourages an inclusive culture. We promote equality of opportunity, value diversity, and nurture a working and learning environment in which the rights and dignity of all our staff and students are respected. Visit our Equal Opportunities and Diversity website to learn how we foster a fair and open environment that allows everyone to grow and flourish.
Curious? So Are We!
We look forward to receiving your online application using the form below. Kindly include the following documents:
Cover letter
CV
Reference letters and diplomas
Only applications matching the job profile will be considered. For further information regarding the Geological Institute, questions about the position may be directed to Prof. Dr. Heather Stoll, Head of Institute, at (excluding applications).
About ETH Zürich
ETH Zurich is one of the world's leading universities specializing in science and technology. We are renowned for our excellent education, cutting-edge fundamental research, and our commitment to transferring new knowledge into society. With over 30,000 individuals from more than 120 countries, our university fosters independent thinking and inspires excellence. Located at the heart of Europe, we forge connections worldwide to tackle today's global challenges and those of tomorrow.