Office Manager at ETH Swiss GeoLab
Immigration Policy Lab
Office Manager at ETH Swiss GeoLab
60%-100%, Zurich, permanent
ETH Zurich is establishing the ETH Swiss GeoLab, a pioneering applied research facility located in Lucerne (initially based in Zurich). The GeoLab focuses on multidisciplinary collaboration and innovation in Earth observation and related fields and is embedded within ETH Zurich | Space.
We are looking for a motivated and experienced administrative professional to join the GeoLab during its early development phase to contribute to shaping its operational foundations, processes, and workplace culture.
The position will be based in Lucerne, with an initial temporary workplace at ETH Zentrum in Zurich. The permanent GeoLab location in Lucerne is expected to be announced in March 2026 and operational by mid-2026. Until then, the primary workplace will be ETH Zentrum in Zurich. Occasional travel between Zurich and Lucerne is expected.
During the build-up phase, the primary focus of this role is executive and administrative support, operational coordination, and the establishment of the Lucerne site. Responsibilities will scale over time in line with organisational development.
The desired starting date is as soon as possible.
Job description
In this role, you will support the establishment and day-to-day operation of the ETH Swiss GeoLab. A key focus lies in providing high-level administrative and executive support, including managing schedules and calendars, coordinating meetings, handling correspondence, and ensuring well-structured document workflows.
You will coordinate and monitor group and project budgets in close collaboration with ETH finance services, process financial transactions and expense reports, and support contract-related procedures in coordination with the legal department. You will also support recruitment processes and advise colleagues on HR-related procedures in collaboration with ETH HR services.
As the GeoLab establishes its presence in Lucerne, you will play a key role in supporting the setup and maintenance of office and meeting-room infrastructure and coordinating with facility services and local partners to ensure efficient day-to-day operations.
Furthermore, you will coordinate event and visitor management, including the planning and execution of internal and external meetings and workshops. You will support professional communication and representation activities, such as preparing presentations and reviewing correspondence. Throughout these tasks, you will actively contribute to shaping the GeoLab and represent it professionally to both internal and external stakeholders.
You will work closely with the GeoLab leadership, researchers, and ETH administrative units in a collaborative and pragmatic working environment.
Profile
- Education: Completed commercial or administrative vocational training; further training in project or office management is an asset
- Experience: A minimum of 2 years of relevant professional experience is required. Experience in an academic or research setting, and/or event coordination is an advantage
- Technical Skills:
- Very good written and spoken German and English
- Advanced user skills in MS Office (Word, Excel, PowerPoint) and scheduling tools
- Experience with SAP systems (e.g. ETHIS) is an advantage
- Competencies: Structured, analytical, and solution-oriented working style; proactive and reliable personality; strong interpersonal skills and the ability to build bridges across teams
- Flexibility: Interest in contributing to the long-term establishment of the Lucerne site and willingness to travel occasionally between Zurich and Lucerne
Workplace
Workplace
We offer
- The unique opportunity to help shape a new and highly visible ETH applied research facility from its early stages
- A high level of autonomy and responsibility in a multidisciplinary environment
- Broad interfaces across ETH units and external partners
- Professional growth alongside the evolving needs of the GeoLab
- Attractive employment conditions at ETH Zurich, including flexible working arrangements, professional development opportunities, and comprehensive social benefits
We value diversity and sustainability
Curious? So are we.
Please submit your complete application through the ETH online portal by 20 February 2026, including:
- Curriculum Vitae (CV)
- Relevant work certificates
Please note that we exclusively accept applications submitted through our online application portal.
Questions regarding the position should be directed to Dr Felix Seidel, Managing Director ETH Swiss GeoLab (felix.seidel@eaps.ethz.ch).
We would like to point out that the pre-selection is carried out by the responsible recruiters and not by artificial intelligence.
For recruitment services the GTC of ETH Zurich apply.