Administrative Assistant

The Science Directorate at the European Spallation Source (ESS) in Lund, Sweden, invites applications for an Administrative Assistant.

Description of directorate/division
The Data Management and Software Centre (DMSC) is a division of the Science Directorate of the European Spallation Source (ESS) that is responsible for designing and constructing the computer software and hardware for performing and analyzing the data from the experiments to be carried out at the ESS. When completed in 2019 the ESS will be the world’s most powerful neutron source for materials research and the software developed by and computer hardware located at DMSC will be key to the successful understanding of those experiments. The offices of DMSC are currently located at Universitetparken 1 at University of Copenhagen in Copenhagen but will be moving to a purpose built building on the North Campus of the university in Copenhagen in 2017.

Description of main responsibilities
Administrational support for the DMSC staff, the Head of DMSC and the Project Coordinator.



• Assist the Head of DMSC and the Project Coordinator with administrational tasks as well as calendar planning

• Keep the everyday maintenance of the office space and assist the staff with administrative support

• Be in contact with the operational team from UCPH whom is in charge of the function of the office space

• Refill office supplies

• Welcome new employees

• Review all incoming mail for groups; help prioritize contents for action; distribute to others as appropriate; track responses to closure

• Manage electronic calendars and schedules / appointments

• Prepare correspondence, reports, spread sheets, forms, presentations, proposals, etc.

• Arrange for travels, meetings, workshops and seminars

• Receive and assist visitors

• Ensure coverage for absences by informing the Project Coordinator

• Accept ad hoc assignments as requested and deemed appropriate by supervisor

• Handle other administrative duties (phone calls, walk-ins, etc.) in a responsive and courteous manner 

• Initiate calls to obtain, verify, and exchange information

• Serve as a resource for information, researching answers to questions when needed

Qualifications



• Solid experience from a similar role

• Fast and accurate computer skills, including MS Office. Proficiency with Mac computers is an advantage

• Proficient in different types of IT-systems (traveling software, procurement software etc.)

• Experience of working in an international environment is essential

• Excellent oral and written English skills are a prerequisite; knowledge of Danish would be an advantage

We believe that to enjoy and perform in this position at DMSC, you have a structured mind and the ability to plan and organize your work. You are a forthcoming and positive person with good interpersonal skills. Furthermore, you are calm and ready to adapt to a fast changing work environment.  

Duration & Location
The emploment agreement is permanent with six months initial probationary period, according to Danish terms and conditions. Your work place will be situated in Copenhagen, Denmark. 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 the 3rd of December 2013.

For further information regarding the position, please contact Project Coordinator, Petra Aulin, petra.aulin[at]esss.se. For further information regarding the recruitment process, please contact HR Officer, Charlotta Olsson, charlotta.olsson[at]esss.se

We look forward to receiving your application.