Executive Secretary to IT Administration

REGION GÄVLEBORG · Vollzeit

Rektorsgatan 1, Gävle, Schweden

The IT Administration is Region Gävleborg's central, shared organization for delivering IT and digital services. The mission is to create, procure, and maintain IT systems and digital solutions for all of Region Gävleborg's operations and to support digital transformation. The IT Administration currently covers these areas: Infrastructure, Operations Development, Systems, and Programs and Projects. The IT Administration drives development, operations, management, and support of all IT services to Region Gävleborg's entire operations. The mission is complex as IT must support and simplify extensive and multifaceted operations within healthcare, public transportation, culture, regional development, and more. The IT Administration employs approximately 160 employees. IT operations at Region Gävleborg are in a clear development phase with very significant needs for increased digitalization and accessibility alongside high demands for security and stability in all deliverables. This requires IT operations that work both efficiently in daily operations and proactively in the long term based on citizens' needs and expectations. Would you like a central role where you contribute to structure, coordination, and well-functioning administrative processes? Then the position of executive secretary within the IT Administration might be right for you. 1 position(s). DUTIES In the role of executive secretary, you will serve as qualified administrative support for the IT Director and the administration's management team. Your duties are varied and diverse. You will assist with the administration's administrative matters such as personnel, finance, and development issues, as well as in preparing materials for analysis and decision-making. Additionally, you support in conducting simpler investigations and quality audits. You also handle incoming emails and phone calls. An important part of the role is the opportunity to work closely with other executive secretaries within the administration, which provides valuable support and a community with colleagues who have similar assignments and responsibilities. Together you create a well-functioning administrative structure that contributes to an effective and professional management function. As an executive secretary with us, you will work with, among other things: • administrative support to the director including calendar management, email, and meeting scheduling • preparation and follow-up of management meetings, including minutes and documentation • management of matters and decision-making materials in case management systems • coordination of internal and external contacts • administrative support in ongoing operations • contributing to structure and order in administrative processes. With us you get: • the opportunity to work close to management and gain insight into strategic work within the IT Administration • a role with great variety and the opportunity to influence working methods and routines • a workplace that invests in development, digitalization, and improved processes • a stable employer with a mission critical to society • flexible work with the opportunity to combine on-site work with remote work. As an employer, we care about you as an employee and therefore work actively with targeted wellness initiatives to promote a healthy lifestyle. Read more about our various benefits on Region Gävleborg's website! https://www.regiongavleborg.se/jobb-och-utbildning/jobba-i-region-gavleborg/dina-formaner/ QUALIFICATIONS As an executive secretary, you play a central role in creating structure in a complex and dynamic environment. You have good ability to collaborate with others, communicate clearly, and build open and trusting working relationships. Furthermore, you have a service-oriented approach where you are responsive to the organization's needs. We also see that you can act proactively and take action where you see it is needed on your own initiative. You are driven by improvements and have an interest in digital development with the support of various tools and want to streamline and simplify administrative tasks. In the role of executive secretary you should have: • upper secondary school diploma • experience in qualified administrative support to a manager or management • good computer skills in the Office package such as Word, Excel, Powerpoint, Teams, and Sharepoint • very good knowledge of Swedish in both speech and writing We would like you to have administrative experience working in administrative systems such as Agresso, Stratsys, Platina, Cyklop, and Personec, as well as a good understanding of the requirements for working in a politically governed organization. A probationary period may be applied. As part of our work for fairer recruitment, we use a digital interview at an early stage, with the support of the tool Hubert. If you meet the requirements, you will have the opportunity to answer a few questions related to the position. It takes approximately 15-20 minutes and can be done whenever it suits you. The purpose is to give more candidates the opportunity to demonstrate their experience and way of working in an equitable manner. Your answers are one of several bases in the selection, and candidates who move forward will then meet us for a personal interview. The selection is always made by the recruiting manager together with HR. We therefore ask you not to submit a personal letter, as your answers in the digital interview replace this and help us assess all candidates in a fairer and more structured way. Employment type: Permanent employment. Duration: Permanent, start date: By agreement. With 7,500 employees, we are the region's largest employer. This gives us the strength to drive development forward for a vibrant Gävleborg. Our mission is exciting and complex. Regardless of what role you have with us, you help the residents of the region and contribute to society. We are at the forefront of social development and invest in you as an employee to grow and develop. With us, you get to use your full potential to create the Gävleborg of the future together with your colleagues. Information to recruitment consultants and ad sales: We have already decided where we want to appear with our job postings and what support we want in recruitment. We will not purchase ad space or services for ongoing recruitment and therefore ask you not to contact us with such offers.