Office Manager at the Chair of AI in Mechanics and Manufacturing (m/f/d)

About the job

Office Manager at the Chair of AI in Mechanics and Manufacturing (m/f/d)

The Chair of Artificial Intelligence in Mechanics and Manufacturing is part of the Institute of Virtual Production (IVP) and belongs to the Department of Mechanical and Process Engineering (D-MAVT) at ETH Zurich. It offers an international, dynamic, and challenging working environment.

As an Office Manager, you proactively support the professor and his team in administrative and organisational matters and take on a central coordinating role in the daily operations of the chair. You work independently, keep an overview even with diverse tasks, and contribute significantly to smooth workflows within the team. You can expect a varied position with a great deal of personal responsibility and scope for design. The position starts on 1 January 2027 or by arrangement.

Job Description

Personnel Management:

• You accompany entries and exits and coordinate the associated administrative processes
• You advise the professor and employees on various personnel administrative issues and coordinate personnel changes
• You also support academic guests, interns, and student assistants in administrative matters
• In personnel matters, you work closely with internal and external partners

Financial Management:

• You manage the financial resources and budgets of the chair and keep track of ongoing expenses and projects
• You coordinate invoices and expense reports, manage the financial administrative aspects of projects, and prepare procurement requests
• Furthermore, you coordinate (international) orders and deliveries

Event Management:

• You plan, organise, and coordinate conferences, workshops, and other events of the chair and support their smooth execution

Profile

• You have completed a commercial apprenticeship or a comparable qualification and ideally already have experience in a university environment
• You work carefully and in a structured manner, have a keen eye for detail, and keep an overview even in complex situations
• Thanks to your quick comprehension and flexibility, you can quickly adapt to different tasks and requirements
• You enjoy working in a team and contribute to a positive and collegial working atmosphere with your strong social skills and communication abilities. You recognise challenges and optimisation potentials early and actively participate in finding solutions
• You are characterised by an independent, responsible, and proactive working style as well as a high level of commitment
• You have excellent command of German and very good English skills. Since communication at the chair is mainly in English, you also feel confident in an international environment; additional language skills are an advantage
• Experience in occupational safety is an advantage

We Offer

• A role with impact: Become part of ETH Zurich and an international academic environment that promotes your professional development and contributes to societal progress through research and teaching
• You are integrated both into the chair’s team and the department’s admin team. Regular professional and personal exchange as well as open and supportive collaboration provide you with a strong network in everyday work
• We offer flexible working hours that – as far as operational requirements allow – create space for different personal and family needs
• ETH Zurich offers a wide range of courses and further training opportunities
• Benefits such as public transport subscriptions and car sharing, a broad sports programme through the ASVZ , childcare, etc.
• Attractive pension benefits through the pension scheme PUBLICA

Working, Teaching and Researching at ETH Zurich

Diversity and Sustainability are Important to Us

In line with our values , ETH Zurich supports an inclusive culture. We promote equal opportunities, value diversity, and foster a working and learning environment where the rights and dignity of all employees and students are respected. On our Equal Opportunities and Diversity website , you can learn how we ensure a fair and open environment in which everyone can develop and thrive. 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 with the following documents:

• Cover letter
• Curriculum vitae
• Certificates

Please apply exclusively via the online application portal. Applications by e-mail or post will not be considered.

Further information can be found on our website .

For enquiries, please contact Ms Martina Koch (Tel. 044 632 45 16, martikoc@ethz.ch) and Dr Christian Roth (Tel. 044 633 92 50, ccroth@ethz.ch) (no application documents).

Please note that the pre-selection is carried out by the responsible recruiters and not by artificial intelligence.

For personnel placement, the ETH Zurich Terms and Conditions apply.

About ETH Zurich

ETH Zurich is one of the best technical and natural science universities in the world. We are known for our excellent teaching, pioneering fundamental research, and the direct transfer of new knowledge to society. More than 30,000 people from over 120 countries find an environment with us that promotes independent thinking and a climate that inspires top performance. Located in the heart of Europe and connected worldwide, we develop solutions together for the global challenges of today and tomorrow.