Arbetsbeskrivning

Scope of the assignment:

• Provide high-level administrative and organisational support within the C-suite
• Be a point of contact for the members of the Governance bodies, enabling good communication between them and the company Mangement
• Support the further development of an efficient governance programme aligned with the stakeholders´expectations.

Responsibilities will include:

a) Planning, preparation, and coordination of advisory committee meetings

• Scheduling (Doddle polls, Outlook invites, Governance and other company calendars, meeting and repository tool (Indico))
• Supporting the GO Lead in developing and distributing materials and presentations and uploading them on Indico
• Organising pre-meetings (dry-runs)
• Maintaining the delegate database and acting as a point of contact for committee members
• Organising the logistics for all meetings (booking meeting rooms, organising meals and site-visits, making the appropriate committee travel arrangements) interfacing with IT, Visits and Facility Management for support before and during the meetings

b) Record keeping

• Prepare the structure of the minutes and the cover sheets of the meeting documentation
• Assist the C-suite in preparing relevant documentation (focus on level of detail, consistency, and actions required) aligned with stakeholder expectations
• Store, maintain, and retrieve the advisory committees´documents/records
• Ensure confidentiality

c) Advisory, compliance, and quality assurance

• Other services in respect to legal, regulatory, conduct of meeting and other matters during and outside of meetings
• Review documents prior to presentation to ensure quality, adequacy, consistency, dissemination, retention etc
• Ensure compliance with company objectives

d) Consulting

• Analyze and evaluates the clients’ requirements and business goals
• Perform comprehensive data analysis to uncover operational inefficiencies, weaknesses, complications, and problems
• Formulate, recommend, and execute business strategies in line with company goals
• Present findings, conclusions, and recommendations to peers and clients
• Assist with the implementation of recommended changes
• Monitor implementation of strategies and engage with clients for feedback

Required education background and professional experience:

• Appropriate academic background in preferably Masters level and several years of experience in administrative roles
• Very good oral and written English
• Exhibit strong stakeholder focus
• Very good intercultural skills
• Understand the company project, vision and mission, and core values
• Have experience of working for organisations with member state representation is a plus
• Demonstrate an 'executive presence' backed up with very good communication skills in English and Swedish
• Be able to understand the reporting that needs to be created, the level of detail it should contain, follow-up actions
• Have an eye for details
• Be resilient and work well under pressure
• Be able to accept and handle ambiguity
• Professional user of Microsoft Office and quick learner of new software tools
• Professional user of XLeap GDSS system (Very important!)
• SCRUM and project management experience
• Good knowledge of EU law and EU-funded projects, i.e Interreg, Erasmus+, Horizon
• Knowledge in GDPR and information security management

Personal profile:

• Flexible, adaptive and pro-active
• Able and happy to handle a wide spectrum of tasks, from high to low
• Team player
• Thriving in international environments with all connected incentives and challenges

Does this sound like you? Please send your motivation letter with your CV to [email protected] with subject "Expert Consultant application" by December 15, 2024.