Executive Personal Coordinator to the SciLifeLab Director

Do you want to contribute to better health for all?

As one of the world’s foremost medical universities, KI accounts for the single largest share of all academic medical research conducted in Sweden. KI also offers the country’s broadest range of education in medicine and health sciences. Together with SciLifeLab, an institution funded as a national research infrastructure by the Swedish government we are now looking for a Personal coordinator to our SciLifeLab director, Prof. Jan Ellenberg.

As a new employee, you will belong to the Department of Medical Biochemistry and Biophysics (MBB), and Professor Jan Ellenberg's research group. MBB is one of the largest departments at Karolinska Institutet, focusing on basic research in biomedical sciences. We have a long and proud history of pioneering science, in particular by developing innovative methods and applying them to understand basic human biology and the mechanisms that cause disease. In your role of personal coordinator to the SciLifeLab director, you will also be closely associated with the SciLifeLab Operations Office Team.

Your mission

Managing the Director's diary and coordinating his/her schedule, ensuring that all necessary information/documentation is collated, sorted and provided in good time before meetings; book travels and provide detailed itineraries; handle all relevant travel administration in a timely manner, handling expenses and being the contact person when the Director is absent.

Monitor and prioritize requests to the Director, ensuring that deadlines are met, correspondence is dealt with in a timely manner, and co-ordinate follow-up action, as necessary.

Monitor and organize the Director's communications, delegate tasks to colleagues as appropriate and discussed with the Director, set priorities and inform the Director of important, sensitive and time-bound information, prepare correspondence on behalf of the director, keep minutes and summaries of Committee meetings chaired by the Director and ensures that action points are communicated in a timely manner and followed up.

Participate in the organisation and preparation of staff meetings; schedule and book group events; assists with the design and content of event agendas; verify and clear accuracy of presentations and outgoing correspondence submitted for the Director’s signature.

Your profile

The position as Personal coordinator requires extensive experience at the executive assistant level, excellent administrative and organisational skills; a very high degree of integrity, confidentiality and reliability; the ability to pay attention to detail and to deal with people in a friendly and professional manner; an outstanding capability to work in an interdisciplinary team; flexibility, proactiveness and adaptability; excellent oral and written communication and presentation skills; the ability to establish effective channels of communication and liaison with colleagues, external delegations and high-level stakeholders from academia and industry; anticipating events and ensuring that matters are dealt with efficiently, effectively and in a timely manner; persistence in the face of challenges; and the ability to manage conflicting requests and work to demanding deadlines under pressure with good humour and diplomacy.

The person selected should be able to master and leverage new digital tools to improve efficiency, and be very competent with Microsoft Office, including Excel and ERP applications. She/he must have an excellent command of English and interest in learning Swedish, is desirable. The candidate must be service-oriented and tactful, possess good judgment and the ability to maintain effective working relationships in a multi-cultural environment.

She/he should have senior administrative and managerial experience at the European or international level, preferably in a research organisation and/or research infrastructure environment.

What do we offer?

A creative and inspiring environment with wide-ranging expertise and interests. Karolinska Institutet is one of the world's leading medical universities. Our vision is to pursue the development of knowledge about life and to promote a better health for all. At Karolinska Institutet, we conduct successful medical research and hold the largest range of medical education in Sweden. Karolinska Institutet is also a state university, which entitles you to several good benefits through our collective agreement. And you get to practice freely in our modern wellness facilities, where trained staff are on site.

Location: Stockholm Solna

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Application

Welcome to apply at the latest 2024-12-01. Extended deadline to 2025-01-06

The application is to be submitted through the Varbi recruitment system. In this recruitment, you will apply with your CV without a personal letter. Instead, you will answer some questions about why you are applying for the job in the application form. 

Permanent position is initiated by a six months trial period.

Want to make a difference? Join us and contribute to better health for all