We are looking for a Personal Assistant

3 weeks ago

Copenhagen, Copenhagen, Denmark Ku - Sund - Panum Kbh N Full time
If you are an outgoing and enterprising PA who likes to take on new challenges and thrives in an international organization with ongoing changes, then you may be the right candidate for the position.

About us

NCVI is a new research center located at The Department of Immunology and Microbiology which is part of the Faculty of Health Sciences, University of Copenhagen. We have approx. 300 employees spread over several geographical areas: the Panum building, Mærsk Tower, Hvidovre Hospital and Rigshospitalet. The department's core tasks are research, teaching and dissemination within the fields of immunology and microbiology. The department has international collaboration partners in large parts of the world.

The Job

The job is a shared position between NCVI and at the company NVAC in a similar position (separate application at the Novo Nordisk Foundation (Personal Assistant (PA) to the CEO of NVAC - Novo Nordisk Foundation ). The distribution of hours will be at least 50% at UCPH. The position will require some coordination between the two organizations, but the core of the job will be PA support to the ED at NCVI and CEO at NVAC. (The NCVI ED and the NVAC CEO is the same person).

Work assignments
  • Calendar management of a complex and busy agenda for the NCVI ED 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 in the IndFak system
  • Coordinate and run center 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 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 is prepared for all meetings.
  • Proofread documents, presentations, etc. On occasion, prepare presentations and other documentation.
  • Coordinate recruitment and onboarding of new employees.
  • Planning and practical assistance at research events
  • Holiday and absence registration in the KUPA system
  • Internal communication
  • Contribute to team development of the center team spirit

    Skills

    We imagine that you have at least a few years of experience in a similar position and that you have experience with hiring and onboarding procedures for international employees. It is essential that you have good formulation and communication skills, including strong English skills, and that you are motivated by providing a competent service to both employees, students and business partners.

    It is an advantage that you understand accounting and have experience with journalizing, accounting and personnel systems - we use RejsUd, IndFak, Workzone and Oracle.

    The PA will have a varied and exciting assignment portfolio with great opportunity for influence, responsibility, and direct contact with many colleagues from 35 countries. It is therefore essential that you are able to work independently and maintain an overview in a busy everyday life, where the nature of your tasks will range from answering the phone to organizing the ED's busy schedule.

    We appreciate that you have a positive approach to challenges and thrive in an international environment with humor and an informal tone.

    We offer
    • A special opportunity to make your personal mark at an international workplace
    • Good professional and personal development opportunities, including continuing education
    • Committed and competent colleagues who want to interact and share knowledge
    • A wide contact surface internally and externally
    • A good working environment with a focus on well-being and job satisfaction at the top of the Mærsk Tower at Blegdamsvej in Copenhagen.

      Salary and terms of employment

      Depending on your skills,experience and educational background, you will be employed in accordance with the Joint Agreement between the Ministry of Finance and Public Employees' Organizations - The State Sector (OAO-S) and organizational agreement for office clerks, laboratory technicians and IT employees (HK/state) or the AC (The Danish Confederation of professional Associates) as academic employee. As employed in accordance with the Agreement for office clerks (HK/STAT) your salary placement is expected to be in salary group 3 rate 4. As an academic officer, the salary depends on your seniority and qualifications. The position is permanent and salary supplements can be negotiated depending on qualifications.

      Commencing date: as soon as possible.

      Your application

      If you are interested in the position, you should send an application with CV, diploma and other relevant documents online via Jobportalen at the link (Click on "Søg stillingen" at the bottom of the post), so that we receive your application no later than 6 May 2024.

      We want to reflect the surrounding society, and encourage everyone, regardless of personal background, to apply for the position.

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