Experienced Executive Assistant to SciLifeLab's Director

Would you like to contribute to SciLifeLab's administrative work in an academic environment? Welcome to apply to SciLifeLab Operations Office!

About SciLifeLab

SciLifeLab is Sweden's national research centre for molecular biosciences. We have a mission from the government and the centre is run as a collaboration between the founding universities KTH, KI, SU and UU and with operations at most other universities in Sweden. The collaboration across university boundaries creates synergies that drive research forward .

Job description

SciLifeLab is looking for an experienced Executive Assistant to the Director of SciLifeLab. The position is within the unit working with management and operational support for SciLifeLab's national mission (Operations Office), with employees both in Solna and in Uppsala. The position is formally located at the Operations Office at KTH with location in Solna. The Operations Office has a coordinating role in relation to SciLifeLab's Director and Board, where the Executive Assistant is an important link.

As an Executive Assistant, you support the Director of SciLifeLab in fulfilling the missions of SciLifeLab, as well as coordinate the Director's commitments. You work in close co-operation with the management and other staff of the operational support to provide qualified and coordinated support to the Director. 

Main tasks:

• Coordinate and support the Director's daily planning, including responsibility for emails, calendar bookings and meeting and travel planning, continuously coordinate and prioritise his schedule with key staff and external stakeholders.
• Organise and prioritise the Director's communications; ensure confidentiality of sensitive and personal information.
• Establish and proactively maintain a project and task tracking system including receiving, reviewing, logging and routing tasks and documents and maintaining a follow-up and recovery system.
• Alert the Director to important, sensitive and time-sensitive information and follow-up actions.
• Continuously develop and maintain procedures to facilitate effective planning of the Director's commitments; interact with other administrative and research-related structures within SciLifeLab, its founding universities and other national infrastructure activities in Sweden.
• Provide administrative advice to the Director, carefully checking and approving outgoing correspondence submitted for the Director's signature; and performing other duties as may be assigned by the Director.
• Prepare for, and welcome visiting delegations
• Prepare powerpoint presentations for the director together with the communications team

The role of an experienced Executive Assistant requires a high level of flexibility, responsiveness, excellent judgement and interpersonal as well as communication skills. You have excellent secretarial, administrative and organisational skills, and very high level of integrity and reliability. In a multicultural environment, you treat everyone in a friendly, respectful and professional manner, you are service-orientated, proactive, thorough and able to quickly find solutions to questions and problems. You enjoy managing multiple tasks in parallel and working independently, efficiently and in a structured manner. The role requires a high degree of personal maturity, confidence, and professional integrity and confidentiality. The job involves frequent contacts and co-operation with managers and employees within SciLifeLab and KTH and the other SciLifeLab universities, external parties nationally and internationally, where friendly and clear communication is important.

What we offer

• A position at a leading technical university 
• Dedicated and ambitious colleagues working close to SciLifeLab's top management, and a creative, international and dynamic environment
• A position in Sweden's national center for molecular life sciences 
• High level of autonomy and responsibility

Read more about what it's like to work at KTH and our benefits.

Qualifications

Requirements

• Extensive executive-level assistant experience
• Relevant university degree or equivalent education deemed relevant by the employer
• Well-documented organisational and coordination skills
• Very good administrative skills and work experience with various administrative support systems
• Solid computer skills and proficiency in Microsoft Office (including Excel), and the ability to adopt new digital tools is required.
• Fluency to express yourself in speech and writing English as required in the daily work
• Very good ability to express yourself Swedish or the ability and desire to learn Swedish quickly.    

Preferred qualifications

• Senior administrative and managerial experience at international level in a research organization or academic environment
• Experience from working in a professional Google Workspace environment

Great emphasis will be placed on personal skills.

Trade union representatives

Contact information to trade union representatives.

To apply for the position

Log into KTH's recruitment system in order to apply for this position. You are responsible to ensure that your application is complete according to the instructions in the ad. Your complete application must be received by KTH no later than the last day of application, midnight CET/CEST (Central European Time/Central European Summer Time).

About the employment

The employment is valid until further notice (permanent post) according to agreement.
The employment begins with a six-month probationary period.

Other information

Striving towards gender equality, diversity and equal conditions is both a question of quality for KTH and a given part of our values.

Tests may be applied in this recruiting process.

For information about processing of personal data in the recruitment process.

It may be the case that a position at KTH is classified as a security-sensitive role in accordance with the Protective Security Act (2018:585). If this applies to the specific position, a security clearance will be conducted for the applicant in accordance with the same law with the applicant's consent. In such cases, a prerequisite for employment is that the applicant is approved following the security clearance.

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Disclaimer: In case of discrepancy between the Swedish original and the English translation of the job announcement, the Swedish version takes precedence