Administration Assistant in the Grants Office (m/f/d)

• 21 August 2026
• 80 - 100%
• Indefinite period
• Rämistrasse 101, 8006 Zürich
• Log in to see the jobup.ch salary estimate

Administrative Assistant at the Grants Office (m/f/d) #

The Grants Office is the central point of contact for research funding at ETH Zurich and supports researchers at all stages of their careers in identifying, acquiring, and managing competitive national and international research funds. We also accompany the evaluation process of ETH departments and manage ETH's internal research funding programs (project and talent funding), provide secretarial services for the research commission and the awards commission, and support the Vice President for Research in strategic, conceptual, and organizational matters.

To strengthen our secretariat, we are looking for a committed, proactive person with great organizational skills to start immediately or by agreement. The position combines classic secretarial tasks with participation in various administrative processes in the field of research. If you enjoy coordinating processes, carefully maintaining data, and keeping a reliable overview, you will find an exciting field of activity with us.

Job Description ##

In a dynamic and varied working environment, you will assume administrative and organizational tasks related to various processes at the Grants Office, manage the general secretariat of the Grants Office (including telephone service, appointment organization, ordering supplies) and support specialists in the following areas:

• Management of third-party funded projects, including maintaining interfaces with relevant administrative units, as well as the preparation and quality assurance of decision documents and correspondence
• Organization of information events for researchers and management of the corresponding communication channels
• Organization of visits by external evaluators as part of departmental evaluations
• Financial administration: entry of expenses, posting of invoices, budget, trend calculation
• Personnel administration: entries/exits, support during onboarding
• Quality assurance, notably the monitoring and maintenance of the Grants Office databases

Profile ##

• You have solid professional experience in the administrative field, preferably in an equivalent position in an academic environment
• You are proficient in digital tools, knowledge of FileMaker or other database systems is an advantage
• You are a person capable of working in a team, solution-oriented and service-oriented, with great personal initiative and a pleasure in working in an international environment and with different stakeholder groups
• You work carefully and precisely and maintain an overview even in the case of many parallel tasks and in stressful situations
• A strong service orientation as well as a keen awareness of quality characterize your way of working
• Excellent skills in German and English, both oral and written, complete your profile

We offer ##

You will benefit from a varied and demanding field of activity in an open, appreciative, and collegial working culture. Your place of work, located in the historic main building of ETH, offers a modern infrastructure as well as excellent connections to public transport. In addition, you will benefit from many advantages, including discounts such as for public transport subscriptions and car-sharing, a varied range of sports offers from ASVZ, various childcare offers as well as attractive social and pension benefits.

Your job with impact: become a member of ETH Zurich, which not only supports your professional development but also actively contributes to positive changes in society.

Working, teaching and conducting research at ETH Zurich

Diversity and sustainability are important to us ##

In accordance with our values, ETH Zurich supports an inclusive culture. We promote equal opportunities, value diversity and maintain a work and learning environment where the rights and dignity of all employees and students are respected. On our website on equal opportunities and diversity, you will discover how we ensure a fair and open environment where everyone can develop and thrive. Sustainability is a core value for us - we work consistently towards a climate-neutral future.

Curious? So are we. ##

We look forward to receiving your application online with the following documents in PDF format:

• Cover letter
• Curriculum vitae
• Work certificates and diplomas

Please inform yourself on our website regarding the Grants Office before your application and briefly describe in your cover letter why you wish to join our team.

Applications are accepted exclusively via the online application portal. Applications by e-mail or by postal mail will not be taken into account.

For any information, Ms. Dr. Frédérique Amor, famor@ethz.ch (no application documents), is at your disposal.

We would like to emphasize that the pre-selection is carried out by the responsible recruiters and not by artificial intelligence.

ETH Zurich's general terms and conditions apply to recruitment agencies.

About ETH Zurich ##

ETH Zurich is one of the best technical and scientific universities in the world. We are recognized for our excellence in teaching, our pioneering fundamental research