Personal Assistant

The Project Support & Administration Directorate at the European Spallation Source (ESS) in Lund, Sweden, invites applications for a Personal Assistant to the Deputy Director.

Description of directorate/division
The Project Support & Administration Directorate is ESS own project controlling and service organization. We provide project control and coordinate support both internally and externally, to all employees and to our governing bodies and advisory committees. In this position you will work with supporting the Deputy Director in his daily work.

Main responsibilities



• Book, organize and prepare for meetings and workshops

• Make travel arrangements

• Assist in preparing analysis and presentations

• Register, organize and file various information/documents

• Process invoices and reimbursements

• Coordinate agendas and keep track of deadlines

• Various correspondence

• Handle phone calls

• Welcome visitors

• Preparatory work for incoming employees 

Qualifications
You have excellent organizational skills and a natural way of handling interpersonal interactions and cultural diversity. When dealing with different situations and activities you rely on your flexible, open-minded and responsible personality. You need to be able to cope with stress, take initiative if you see that something needs to get done and find it motivating to be part of a science project of this magnitude. 

We believe you have a university degree and at least 3 years international experience from a similar position where you have dealt with external stakeholders and different cultures. Experience from public sector, university or research laboratory is greatly advantageous.

You are fluent in English and have excellent writing skills; knowledge of other European languages is an advantage. We expect you to be proficient in using Excel and Power Point, whereas knowledge in business or accounting software as well as good understanding of general accounting is merited. Since some of your responsibilities will be interacting with visitors and arranging meetings we would like you to have previous experience of makeing presentations to both smaller and larger groups of people.

What ESS offers
At ESS we offer people with talent and passion a unique opportunity to be involved in the development and building of a world leading facility for materials research. Besides attractive employment and relocation conditions, the flexibility to balance work life with private life and good opportunities to further enhance your skills; you will also enjoy being part of an organisational culture that promotes and supports internal career growth. We pride ourselves in having successful collaboration across different functions, and as the facility continues to grow we will keep nurturing the international and vibrant environment welcoming people from all across the world.

Duration & Location
The position is permanent with six months initial probationary period. Your work place will be situated in Lund, Sweden.
 

Start date
The position is to be filled as soon as possible. 


Application & Contact
Please provide your curriculum vitae and covering letter in English by clicking on “apply” and following the instructions. Please note we only accept applications via the ESS website.
The deadline for applications is 17 November 2013.

For further information regarding the position, please contact Allen Weeks, allen.weeks[at]esss.se. For further information regarding the recruitment process, please contact Linda Sima, linda.sima[at]esss.se.

We look forward to receiving your application.