Office Manager at the Institute for Dynamic Systems and Control

The Institute for Dynamic Systems and Control is one of more than ten institutes in the Department of Mechanical and Process Engineering (MAVT)

Research in Prof. D’Andrea’s group focuses on developing systems that integrate technological innovations, scientific principles, advanced mathematics, algorithms, and design in groundbreaking ways, particularly on advanced motion control. Key testbeds include CyberRunner and similar platforms for studying embodied and physical AI, as well as the Way of Water project—swarm robots designed both as performance art platforms and as research tools for developing unmanned surface vehicles. The group's primary research areas encompass multi-agent system design and control, adaptation, machine learning, and physically embodied intelligence.

In this dynamic role, you will manage administrative tasks for lectures, exams, awards, and orders, while coordinating problem-solving and providing daily support. You will assist with course administration using ETH tools, manage tutees, supervise Focus Projects, and help with grade entry and record-keeping.

You will monitor and forecast budgets, prepare financial reports, coordinate audits, process invoices, manage credit cards, and oversee subscriptions. Additionally, you will support contract extensions, coordinate Teaching Assistants, and handle guest/visitor paperwork, working closely with HR for administrative processes.

Your responsibilities will also include drafting and managing internal and external communications, including reference letters, and serving as a central point of contact. You will coordinate with finance, budget, and student offices to ensure compliance with ETH policies and procedures.

Furthermore, you will reserve rooms, restaurants, and catering, create documents and presentations, and arrange travel for guests and conferences. This role also involves overseeing office furniture, addressing maintenance requests, managing mail distribution, and controlling access to shared rooms, including key management.

• While a background in office administration or a related field is beneficial, we welcome candidates from any educational background who can demonstrate the necessary competencies and mindset
• Above all, we seek someone with a spirit of helpfulness and collaboration and a solution-oriented team player who will support the internationally renowned research group’s diverse projects and responsibilities
• You excel at multitasking, prioritizing tasks, being proactive and meeting deadlines in an innovative and dynamic research environment
• A strong sense of adaptability is crucial as responsibilities may evolve
• Outstanding written and verbal communication skills in English are essential, and proficiency in German is an added advantage

• Your career with impact: Become part of ETH Zurich, which not only supports your professional development, but also actively contributes to positive change in society
• This position offers an exciting blend of administrative and organisational tasks in a dynamic environment
• You interact with a very bright set of young minds from a wide range of cultures and backgrounds and will be able to help their growth
• Internal introductory courses for administrative assistant functions and the opportunity to network with a wide range of colleagues and stakeholders
• Vast variety of training opportunities
• We are actively committed to a sustainable and climate-neutral university
• You can expect numerous benefits, such as public transport season tickets and car sharing, a wide range of sports offered by the ASVZ, childcare and attractive pension benefits