Personal Assistant with Support of NCCR HR & Equal Opportunity Activities
80%-100%, Zurich, permanent
The Swiss federal government has approved six new National Centres of Competence in Research (NCCRs). These programs will provide long-term strength to key strategic research areas in Switzerland. ETH Zurich heads three of the six approved NCCRs, namely the NCCR -Genesis-, and views this as a significant opportunity for education, top-level research, and knowledge transfer to industry and society. The -Genesis- project investigates the origin of life as a gradual transition from inanimate matter to living organisms. The center will be managed in close cooperation with the University of Lausanne (UNIL) and brings together more than 100 scientists from across the country, bridging the gap between biology, chemistry, astrophysics, and Earth and planetary sciences.
Project Background
To strengthen the small project team, we are establishing a new position: Personal Assistant to the NCCR Director (Professor Queloz), with an additional role supporting NCCR HR & Equal Opportunity activities.
In this dual role, you will play a key part in supporting Professor Didier Queloz's activities while also being involved in NCCR HR & Equal Opportunity initiatives and serving as the secretary for the related committee.
Job Description
Duties and Tasks as a Personal Assistant to Professor Queloz (60%):
- You will be responsible for comprehensive planning, coordination, and prioritization of your supervisor's calendar, including travel arrangements.
- Support senior members of the group or assistant professors related to Professor Queloz in ETH Zurich's administrative matters.
- Maintain close communication with other key personnel managing the NCCR Genesis operations at ETH Zurich.
- Take meeting minutes and monitor the implementation of decisions and tasks.
- Coordinate internal communications, announcements, and regular website updates within Professor Queloz's group, including general duties for the Institutes.
- Manage all HR-related processes for the research group, ensuring smooth onboarding of new members. Additionally, serve as the secretary of the Equal Opportunity Committee for NCCR Genesis.
- As the first point of contact for Queloz's research group, coordinate interactions with internal and external stakeholders as well as visitor programs.
- Handle administrative tasks, including mail processing, document management, and routine process support.
- Efficiently and carefully process ad-hoc tasks arising from daily operations.
- Coordinate the organization of the group's annual science conference, welcome & network events, lunch seminars, etc.
Duties and Tasks in NCCR HR & Equal Opportunity (20-40%):
- Act as a contact point for questions related to HR policies and equal opportunity within the NCCR and serve as the secretariat of the Equal Opportunity Committee.
- Monitor personnel appointments funded by the NCCR.
- Ensure compliance with SNSF rules regarding employment eligibility, salary scales, gender equality, and equal opportunity measures.
- Coordinate support for career development initiatives for early-career researchers (PhDs, Postdocs), including mentoring and training.
Profile
- Several years of experience in an executive-level assistant role within an academic environment or the service industry.
- Strong organizational skills with a structured, proactive, and forward-looking approach to work.
- A professional and confident demeanor, combined with strong service orientation and diplomatic skills in sensitive situations.
- Excellent communication skills with fluency in German, French, and English.
- Confidence in engaging with diverse and demanding audiences across various communication formats.
- Solid experience in managing multiple tasks simultaneously under time pressure, effectively prioritizing, and independently devising solutions.
- High flexibility, reliability, accuracy, and complete discretion in handling confidential information.
- A team player with a good sense of humor.
Workplace
We Offer
- Your role will have a meaningful impact: Join ETH Zurich, which not only supports your professional development but also actively contributes to positive change in society.
- Expect numerous benefits, including public transport season tickets, car-sharing opportunities, a wide range of sports offered by ASVZ, childcare, and attractive pension benefits.
- We offer flexible working conditions in an inspiring, international research environment.
We Value Diversity and Sustainability
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 that respects the rights and dignity of all staff and students. Visit our Equal Opportunities and Diversity website to learn how we foster a fair and open environment that allows everyone to grow and flourish. Sustainability is a core value for us—we are consistently working towards a climate-neutral future.
Curious? So Are We.
We look forward to receiving your online application using the form below. Only applications matching the job profile will be considered.
About ETH Zurich
ETH Zurich is one of the world’s leading universities specializing in science and technology. We are renowned for our excellent education, pioneering research, and effective transfer of new knowledge into society. More than 30,000 individuals from over 120 countries find our university a place that fosters independent thinking and inspires excellence. Located in the heart of Europe, we are committed to developing solutions for today’s and tomorrow’s global challenges.