Executive Secretary

Linnéuniversitetet · plný úvazek

Växjö, Švédsko

Welcome to Linnaeus University! Here you will meet 2,200 employees and 40,000 students who together follow the vision of putting knowledge in motion for sustainable societal development. With us, research and education are conducted with an eye toward the future. Our proximity to the business community, both locally and globally, gives us far-reaching impact and opportunities for change that makes a mark. All that is needed is a place where ideas have room to meet and grow. That is what we have created – and you are invited. Change starts here! The Office of University Leadership's primary mission is to provide strategic and preparatory support to the university's management processes. The office operates based on the university's goals and vision by coordinating work with operational planning and follow-up, conducting investigations, conducting business development and quality assurance work. The latter includes the university's regulatory responsibility such as record-keeping, preservation of documents and work with internal regulations, lawful and clear decision structures, and relevant legal matters. The department has approximately 25 employees located in Kalmar and Växjö. The office is led by a department head. We are seeking a solution-oriented and service-minded executive secretary who provides qualified administrative support to the university leadership, consisting of the rector, pro-rector, and university director. The role suits you if you thrive in a complex, management-close environment where you create structure, switch between different matters and have many internal and external contact points. You will have a central role with good insight into the university's organization, decision-making paths, and processes. Job Description: As an executive secretary, you have a key role in creating structure, forward planning, and well-functioning administrative support around the rector, pro-rector, and university director. The work encompasses many parallel tasks and recurring contacts within and outside the university. You need to be able to follow up on details, maintain an overall perspective, and quickly reprioritize when conditions change. Your main work tasks are to: - Provide qualified administrative support to the rector, pro-rector, and university director through, among other things, calendar management, meeting bookings, and travel planning - Coordinate the leadership's contacts, prioritize incoming matters, and create structure in information, matter, and decision flows - Plan and administer leadership meetings and other forums connected to university leadership - Send meeting notices, prepare materials, and ensure that meeting documents are handled correctly and in a timely manner - Handle correspondence, agreements, invoices, and expenses, as well as make other relevant bookings - Contribute to smooth daily operations around university leadership Qualifications: Requirements We are looking for you who have: - An academic degree, at least at the bachelor's level, or other education and experience that the employer deems equivalent - At least one year of experience in qualified administrative work or management support - Experience with meeting administration and coordinating work tasks in an environment with many contact points - Very good ability to express yourself orally and in writing in Swedish and English - Good digital competence and the ability to quickly familiarize yourself with new systems and tools To succeed in this role, you need to be service-minded, unpretentious, and well-organized. You plan, organize, and prioritize with good forward planning, even when the pace is high and multiple tasks are underway simultaneously. You work independently, take initiative, and systematically follow up on what needs to be completed. You collaborate well, communicate clearly and professionally, and are confident in prioritizing and setting boundaries. Great weight is placed on personal suitability, good judgment, high integrity, and the ability to build trusting relationships. Meritorious - Experience in qualified administrative work or management support within the university and higher education sector - Experience coordinating complex calendars and meeting flows for people in management positions Terms of Employment: Employment and scope: Permanent employment, full-time. Employment normally begins with a 6-month probationary period. Start date: According to agreement. Placement location: Placement is in Växjö or Kalmar; travel between locations occurs. Individual salary setting applies, so salary expectations should be attached to the application. Welcome to submit your application no later than September 30. Contact persons: Department Head Malin Lindström, mailto:[email protected] Questions regarding terms of employment are answered by HR Partner Stina Andersson, mailto:[email protected] Trade union representatives can be reached via the university's switchboard 0772-28 80 00. Linnaeus University is committed to utilizing the qualities that an even gender distribution and diversity bring to the organization. Register your application via the "Apply" button at the bottom of the announcement. The qualifications you claim should be supported by certificates and should be attached digitally to your application. The application and other documents should be marked with the employment's reference number. All documents claimed should be received by the university no later than 23:59 on the final application day. Please note that identification must be presented at the interview. We decline phone calls from job advertisement vendors.