Executive Assistant - Danish Data Science Academy (DDSA)

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Executive Assistant - Danish Data Science Academy (DDSA)
Kgs. Lyngby, Denmark
Job Description

Can you provide first-class administrative and leadership support as well as streamline our internal processes? Are you the central brick we are missing to support a busy and visionary organisation and Managing Director? Come and be an essential part of the development of the Danish Data Science Academy (DDSA).
Danish Data Science Academy located at DTU, Lyngby, is expanding our team with this new position as Executive Assistant.
The job
DDSA hands out many types of grants to the broad Danish data science community, across all Danish Universities, as well as the private and public sector, ranging from smaller travel grants to students to large PhD scholarships, and you will be an essential part of streamlining administrative and financial processes around these. Further we drive a multitude of events, committee, and board meetings etc. and you know from experience that the meticulous detailed planning of all the large and small details is a necessity to ensure the professional execution you take pride in. 
Below is a list of the responsibilities we foresee, but as the position is very new, we will together evolve the position: 

• Finance management across budgeting, purchase orders, grant payouts etc.
• Develop and continuously ensure efficient administrative and financial processes, documents and systems adhering to rules and regulations
• Support reporting to our foundations (Novo Nordisk Foundation and Villum Fonden)
• Administrative support to DDSA Managing Director, incl. planning and execution of meetings, e.g., preparation of board meeting materials, catering, calendar management, minutes writing etc.
• Ad hoc support to colleagues or in relation to DDSA events, e.g., travel planning, venue booking, merchandise ordering etc.

Your new team
We are a young organisation with a secretariat of 9 people supporting the broader DDSA organisation of 75 people, including Board of Directors, awarding committees and advisory panels. 
It is important you thrive in an environment where you take an active part in establishing how we operate. We are highly collaborative and take pride in helping each other. 
Your qualifications
You have several years of experience as administrative support, and you:

• Excel in administrative processes, and has system and IT flair 
• Actively work with prioritisation, planning and coordination
• Experience with financial management and/or DTU/Oracle systems
• Good at creating structure and overview, and completing within agreed timeframes
• Experienced at defining administrative processes with multiple stakeholders
• Thrive with having many active parallel tasks
• Team oriented – and able to independently manage own task portfolio
• Thrive in an active, collaborative working environment
• Fluent in both Danish and English

You take pride in delivering the best service and handling routine tasks and larger assignments with the same professionalism and a keen eye for detail. You can look forward to an interesting job in an exceptional and dynamic organisation, where no two days are alike. Knowledge of academic environments as well as leadership support is a plus.
Salary and appointment terms
Salary and appointment terms are in accordance with the OAO-S Joint Agreement and the organisation agreement for Office Clerks, Laboratory Technicians and IT staff (HK/stat) or other relevant agreement. 
The position is a full-time project employment until 31 December 2026. 
The place of work is DTU Lyngby Campus.
Application and contact
Please submit your online application no later than 3 March 2024 (23:59 Danish time). Open the “Apply now” link, fill out the form and attach your motivated application, CV and exam certificates. We will call for interviews on an ongoing basis.
If you have any questions about the position please contact Managing Director Sofie Castella, mob. +45 9351 1120, mail [email protected] . 
Applications received after the deadline will not be considered.
All interested candidates irrespective of age, gender, race, disability, religion or ethnic background are encouraged to apply.
About the Danish Data Science Academy
The Novo Nordisk Foundation and the VILLUM FOUNDATION have awarded in excess of DKK 184 mill. to establish a new national Data Science Academy, which will unite and strengthen stakeholders within research institutions, business, public service and organisations. The primary purpose of the Academy is to support education and training of the next generations of Data Science experts as well as creating an internationally competitive Danish Data Science environment. The DDSA is hosted at DTU Compute and will support activities across the national Data Science community and at all Danish Universities.
Technology for people
DTU develops technology for people. With our international elite research and study programmes, we are helping to create a better world and to solve the global challenges formulated in the UN’s 17 Sustainable Development Goals. Hans Christian Ørsted founded DTU in 1829 with a clear mission to develop and create value using science and engineering to benefit society. That mission lives on today. DTU has 13,500 students and 6,000 employees. We work in an international atmosphere and have an inclusive, evolving, and informal working environment. DTU has campuses in all parts of Denmark and in Greenland, and we collaborate with the best universities around the world.

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Job Info

• Job Identification 3192
• Job Category TAP
• Posting Date 02/15/2024, 08:58 AM
• Apply Before 03/03/2024, 05:59 PM
• Locations Elektrovej, Kgs. Lyngby, 2800, DK

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