Executive Secretary to Leadership

Linnéuniversitetet · Vollzeit

Kalmar, Schweden

Welcome to Linnaeus University! Here you'll meet 2,200 employees and 40,000 students who together pursue the vision of putting knowledge into motion for sustainable societal development. We conduct research and education with an eye toward the future. Our proximity to the business community, both locally and globally, gives us far-reaching impact and the opportunity to make changes that leave a mark. All that's needed is a place where ideas can meet and grow. That's what we've created – and you're invited. Change starts here! The Office of University Leadership's primary mission is to provide strategic and preparatory support to the university's leadership processes. The office works according to the university's goals and vision by coordinating work on operational planning and follow-up, conducting investigations, driving operational development and quality assurance work. The latter includes the university's regulatory responsibilities such as record-keeping, document preservation, 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 university leadership, consisting of the rector, pro-rector, and university director. This role is ideal for you if you thrive in a complex, leadership-focused environment where you create structure, juggle different matters, and maintain numerous internal and external contacts. You will have a central role with good insight into the university's organization, decision-making processes, and workflows. Job Description: As an executive secretary, you play a key role in creating structure, forward planning, and well-functioning administrative support for the rector, pro-rector, and university director. The work involves many parallel tasks and recurring contacts within and outside the university. You need to be able to follow up on details, maintain the big picture perspective, and quickly reprioritize when circumstances change. Your main responsibilities are to: provide qualified administrative support to the rector, pro-rector, and university director through calendar management, meeting bookings, and travel planning coordinate leadership 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 on time handle correspondence, agreements, invoices, and expenses, as well as make other relevant bookings contribute to ensuring that day-to-day work around university leadership runs smoothly Qualifications: Requirements We are looking for someone who has: an academic degree at the bachelor's level at minimum, or other education and experience that the employer considers equivalent at least one year of experience in qualified administrative work or leadership support experience with meeting administration and coordinating work tasks in an environment with many contact points very strong ability to express yourself in speech and writing in Swedish and English good digital competence and the ability to quickly learn 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 emphasis is placed on personal suitability, good judgment, high integrity, and the ability to build trusting relationships. Meritorious experience in qualified administrative work or leadership support within the university and higher education sector experience coordinating complex calendars and meeting flows for people in senior positions Terms of Employment: Employment and scope: Permanent employment, full-time. Employment normally begins with a 6-month probationary period. Start date: Start date by agreement. Work location: Växjö or Kalmar, with travel between locations as needed. Individual salary setting applies; salary expectations should be included with your application. Welcome to submit your application by September 30. Contact persons: Department Head Malin Lindström, mailto:[email protected] Questions regarding employment terms are answered by HR Partner Stina Andersson, mailto:[email protected] Trade union representatives can be reached via the university switchboard 0772-28 80 00. Linnaeus University is committed to leveraging the qualities that gender balance and diversity bring to the organization. Register your application via the "Apply" button at the bottom of this listing. The qualifications you cite must be supported by certificates and attached digitally to your application. Your application and other documents must be marked with the employment reference number. All documents cited must be received by the university by 23:59 on the final application deadline. Please note that identification must be presented at the interview. 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