Office Manager at the Chair of Global Security

Immigration Policy Lab; Zürich; Vor Ort; CHF 90.000 - 120.000; Vollzeit

Benefits dieser Stelle

Career development opportunities

International work environment

Diversity and sustainability focus

Public transport access

Zusammenfassung

ETH Zurich’s Chair of Global Security is seeking an Office Manager (Administrative Officer) to establish and run operations during its build-up phase. The role spans finance, procurement, grant management, HR, project logistics, and communications, coordinating with ETH offices and international partners.

The position is 80–100% on a fixed-term basis for two years, with potential extension toward 2029 CSS leadership.

Qualifikationen

• Completed commercial or administrative training, or a Bachelor’s degree.
• Several years of project/office/finance administration experience.
• Experience with ERP/finance systems (e.g. SAP) and willingness to learn ETHIS.
• Excellent organisation, time management, and numeracy.

Aufgaben

• Finance, procurement, grant management and contract administration with international partners.
• Project and fieldwork logistics, travel and event coordination, including hybrid events.
• Strategic advisory on operations and governance; developing team structures and workflows towards 2029 CSS leadership transition.
• HR operations: recruitment and onboarding in coordination with D-GESS HR; data management per ETH guidelines.
• Communications: maintain Chair’s web presence and handle external communications.
• Executive support: calendar management across time zones, minutes, reports, and handling sensitive information.

Kenntnisse

English proficiency

German desirable

Organisation & planning

Attention to detail

Numeracy

Communication skills

Problem solving

Initiative

Judgement

Ausbildung

Commercial/administrative training (KV)

Bachelor's degree

Tools

SAP

Jobbeschreibung

Office Manager at the Chair of Global Security

80–100%, Zurich, fixed-term

The newly established Chair of Global Security, held by Prof. Annette Idler, is part of the Department of Humanities, Social and Political Sciences (D-GESS) at ETH Zurich. The Chair examines global security, especially in relation to armed conflicts, the global illicit economy, transitions from war to peace, and the interconnections between local conflict dynamics and global shifts in order and power. Its mixed-methods research programme integrates macro-level theory with detailed, contextualised fieldwork across world regions, combines qualitative, quantitative, and computational approaches, and bridges the social sciences with complexity science and other disciplines. The Chair’s international research group engages closely with international organisations, governments, and civil society. From 2029, Prof. Idler will additionally assume the Directorship of the Center for Security Studies (CSS) at ETH Zurich.

To set up and run the Chair’s operations during this build-up phase, we are looking for an Office Manager (Administrative Officer) at 80–100%. The position is initially fixed-term for two years, in line with the Chair’s planned development toward 2029: once the CSS also comes under Prof. Idler’s leadership, there is the prospect of extension and of the role developing into a permanent position.

Applications are reviewed on a rolling basis; screening of applications will begin on 12th October 2026, and the position remains open until filled.

Starting date: 1st November 2026 or as soon as possible thereafter.

Job description

• Finance, Procurement & Grant Management (ETHIS/SAP): Independent budget monitoring, financial forecasting, year-end closings, and daily transactions (expenses, invoices, procurement), alongside preparing third-party grant applications (e.g., SNSF, EU), and setting up and monitoring contracts and agreements with international collaborators and partner organisations (in coordination with the relevant ETH offices)
• Project, Logistics & Fieldwork Operations: Operational tracking of research deliverables, logistical support for fieldwork (including fragile settings), and coordination of travel, meetings, and hybrid events
• Strategy, Leadership & Governance: Advising the Chair on operational and organisational matters, developing team structures and workflows toward the 2029 CSS leadership transition, and administrative supervision of research assistants (e.g. timesheets)
• HR Operations & Data Management: Support the recruitment processes and onboarding of the group, in coordination with D-GESS HR, and organizing data storage and management in line with ETH guidelines
• Communications, Web & Social Media: Developing and maintaining the Chair’s web presence (ETH CMS) and social media channels, handling media and journalist enquiries in coordination with D-GESS/ETH communications, and supporting the Chair’s external communications
• Executive Support & Stakeholder Relations: Primary point of contact for global stakeholders, complex cross-time zone calendar management, compiling agendas, drafting minutes and ensuring follow-up, and preparation of reports in German and English, and handling sensitive, security-related information with discretion

Profile

• Completed commercial or administrative vocational training (e.g. KV) with further qualification in administration or finance, or a Bachelor's degree, or equivalent experience
• Several years of professional experience in project, office or finance administration, ideally in a university or research environment
• Confidence in handling varied administrative and funding-related tasks, budgets and financial data
• Experience organising travel, events and meetings, including internationally
• Experience with ERP/finance systems (e.g. SAP) and readiness to learn ETH systems (ETHIS)
• Experience handling confidential information is an advantage
• In line with ETH Zurich's social and leadership competencies: acting responsibly (reliability, discretion in handling sensitive, security-related information), building bridges (service-oriented collaboration with researchers, D-GESS services and international partners), living inclusivity and nurturing well-being in an international team, enabling people and driving innovation (proactively improving processes)
• A flexible, can-do attitude and resilience. Methodological skills: excellent organisation, planning and time management; high accuracy and attention to detail; strong numeracy; effective, tactful communication; problem solving; initiative with sound judgement
• Outstanding written and verbal communication skills in English are essential, and a good command of German is an advantage

We offer

• 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, with the rare opportunity to build up a new Chair’s operations from the start and grow with them toward the CSS
• You interact with a 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 and a 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

We value diversity and sustainability

In line with our values, ETH Zurich encourages an inclusive culture. We promote equality of opportunity, value diversity and nurture a working and learning environment in which the rights and dignity of all our staff and students are respected. Visit our Equal Opportunities and Diversity website to find out how we ensure a fair and open environment that allows everyone to grow and flourish. Sustainability is a core value for us – we are consistently working towards a climate-neutral future.

About ETH Zürich

ETH Zurich is one of the world’s leading universities specialising in science and technology. We are renowned for our excellent education, cutting-edge fundamental research and direct transfer of new knowledge into society. Over 30,000 people from more than 120 countries find our university to be a place that promotes independent thinking and an environment that inspires excellence. Located in the heart of Europe, yet forging connections all over the world, we work together to develop solutions for the global challenges of today and tomorrow.