Personal Assistant (PA) to the Executive Director (ED) and CEO of NIVI

Job title:

Personal Assistant (PA) to the Executive Director (ED) and CEO of NIVI

Company:

Novo Nordisk Foundation

Job description

We are looking for an entrepreneurial and talented PA to the ED/CEO.(NIVI), launched in May 2024, is composed of two entities: the Novo Nordisk Foundation Center for Vaccines and Immunity (NCVI), a state-of-the-art research centre anchored at the University of Copenhagen, and the Novo Nordisk Foundation Vaccine Accelerator (NVAC), a company owned by the Novo Nordisk Foundation to advance translational sciences and the development of novel vaccines.The JobAs NIVI is a new initiative you will be one of the first team members. The job will develop as the organization develops, flexibility and an open mind is important to succeed and thrive in the job. The role will require some department coordination and at times support to the senior leadership team, working closely across the matrix organization, but at the core of the job you will provide traditional PA support to the ED/CEO of NIVI.Your main tasks will be:

• Calendar management of a complex and busy agenda for the ED/CEO including meetings, travel, receiving guests and other events.
• Coordinate and provide administrative support e.g., managing travel and accommodation, contact to venues and third parties, catering, and other suppliers.
• Oversee budgets, processing invoices, and general accounting.
• Coordinate and run department activities (e.g., leadership team meetings, day-to-day operations, team workshops and activities).
• Organize shared workspaces (e.g., SharePoint, Teams, and basic IT support) and responsible for ensuring information is organized and easily accessible.
• Structure and implement administrative, strategic, and organizational processes.
• Handle various administrative functions for the ED/CEO, including but not limited to meeting planning, handling in and outgoing mail, printing of relevant material, contracts, answering incoming/outgoing mails and the many enquiries from internal and external partners, and ensuring that the ED/CEO is prepared for all meetings.
• Proofread documents, presentations, etc. On occasion, prepare presentations and other documentation.
• Coordinate recruitment and onboarding of new employees.
• Contribute to team development and the team spirit.

What the tasks have in common is that they require independent task performance as well as being able to create results in close interaction with management, colleagues and business partners.Professional QualificationsWe are looking for a PA with a Bachelor’s or Master’s degree in relevant academic fields, administrative background, or similar.Furthermore, we expect:

• 5+ years of PA experience.
• Experience with management services for senior managers in a larger organization or company, including management of the calendar for the management team and preparation of meetings and events.
• Experience from an international environment.
• Experience with process planning, coordination, and optimization.
• Finance, budget handling.
• Support with presentations and documentation.
• Ability to manage several complex projects simultaneously.
• Experienced user of IT systems for administration and accounting.
• High level of IT skills within Microsoft Office.
• Fluent in Danish and English language oral and written.
• Understanding of the nature and culture of science and experience from a Danish university is an advantage.

As our new PA we imagine that you are:

• Professional, quality-conscious, impact-oriented.
• Attentive to details and on delivering results of high quality.
• Thrives in a position handling many, and varied, tasks at once and has many contacts, including across organizational departments.
• Able to structure workdays in such a way that agreed goals and deadlines are met.
• Systematic, proactive and takes initiative.

• Strong interpersonal skills and ability to build good working relationships.
• Excellent cross-cultural awareness.
• A good colleague. Positive, friendly, and welcoming.
• Ability to work as a team member without requiring close supervision.

You will be part of a strong and versatile team with skilled and committed colleagues. We offer an exciting and varied working day in NVAC/NCVI with a good and informal tone, a good mood and a great focus on the well-being of the individual and NVAC/NCVI. We help each other and prioritize ensuring a coherent work/life balance.We are located in lovely premises in the Maersk Tower and at the Statens Serum Institut – close to the city, the lakes and public transport. We have good staff relations and access to parking.The employment is full-time and will be on competitive terms and will be split between NVAC and NCVI.Apply nowWe encourage you to send your application as soon as possible and no later than 26 April 2024. To apply, please send your CV, cover letter, grade transcript (MSc and BSc) and other relevant documents by clicking the “Apply now” button.

Expected salary

Location

København

Job date

Sat, 06 Apr 2024 22:55:06 GMT

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