Executive Assistant to the Director (80 – 100%)

The Foundation for Research on Information Technologies in Society (IT'IS), the founding member of the Zurich43 alliance, is currently seeking applicants for the post as:

Executive Assistant to the Director (80 – 100%)

IT’IS is an independent, nonprofit research organization, closely associated with the Swiss Federal Institute of Technology (ETH) Zurich, with a focus on (1) measurement and simulation of the electromagnetic near-field and (2) computational life sciences and physics-based simulations of biological processes. We are looking for a motivated executive assistant to improve our efficiency.

Your Tasks:

  • General administration (including correspondence, screening and prioritizing of incoming emails and enquiries, and handling of these independently where applicable; assisting and welcoming visitors)
  • Extensive diary management and efficient organization of the ever-changing schedule and to-do list of the Director (on site and during travel)
  • Organization and administrative support of communications with partners and customers (e.g., annual reports, news items, website content, mass emails), including coordination of timelines and execution schedules and maintenance of the corresponding databases of partners and customers
  • Organization and administrative support of internal and external scientific meetings and events; recording minutes of meetings when needed
  • Administrative support to the project leaders and scientific coordinator
  • Ad hoc projects and tasks as required and assigned

Your Profile:

  • Experience in a similar role, accustomed to working within a fast-paced, project-driven environment, able to respond quickly to requests and adjust schedules on-the-fly to prioritize and address urgent needs
  • Excellent organization and communication skills, impeccable attention to detail, ability to multi-task, and desire to take on responsibility
  • Reliability and trustworthiness, someone who is proactive by nature, able to critically assess the relative urgency of tasks and execute these as required
  • Proficiency with all Microsoft programs, Word and Excel in particular; Keynote, web CMS, LaTeX a plus
  • Ability to handle stress and keep up with the irregular workloads and high stamina of the Director
  • Science background and experience in science administration a plus
  • Excellent command of the English language, both written and spoken (native speaker a plus)
  • Ability to converse in German a plus

Our offer:

  • State-of-the-art research infrastructure
  • Very dynamic international environment with partners around the world
  • Outstanding talented colleagues from various background (physics, electronics, mathematics, biology, etc.)
  • Broad and demanding set of tasks
  • Flexible working hours and a vibrant workplace in the heart of Zurich

Starting date is February 2019 or later. Applications will be accepted until the position is filled. 

Interested? If you are resident in CH and have a valid Swiss work permit, we look forward to receiving your complete application (CV, max. 2 – 3 pages, motivation letter, diplomas, references from at least the last three positions) as a single pdf file, in English, at the following address:

Yvonne Maeder
Zeughausstrasse 43

8004 Zurich
Phone: +41 44 245 9696

Informal inquiries are welcome and should be directed to Dr. Irina Mahlstein ( or phone +41 44 245 9686).