Office Manager at the Chair of Global Security 80%-100%, Zurich, fixed-term 21.09.2026 | D-GESS

This is an Office Manager position for the new Chair of Global Security at ETH Zurich, responsible for finance, project logistics, and executive support. Key duties include budget management, fieldwork support, communications, and handling sensitive information. Candidates need several years of administrative experience, strong organizational skills, and excellent English communication.

• 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.
• 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
• 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

• Completed commercial or administrative vocational training (e.g. KV) with further qualification in administration or finance, or a Bachelor's degree, or equivalent experience
• Outstanding written and verbal communication skills in English are essential, and a good command of German is an advantage