Personal Assistant

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

Description of Directorate/Division

The ESS Technical Directorate is responsible for the delivery of the ESS Accelerator, Target and Integrated Control Systems. The Directorate also manages the ESS Systems Engineering and Integration & Design Support Divisions.

The ESS Technical Design Report (http://www.europeanspallationsource.se/accelerator-documents) provides a complete description of the ESS facility.

In this position you will support the Technical Director in his daily work. You will be required to facilitate and optimize the organizational and communication aspects of the Technical Director’s work. A specific interest in a science project of this magnitude would be advantageous.

Main responsibilities



• Maintain a complex calendar for appointments, meetings and workshops.

• Research and compile material for meetings

• Function as the liaison between the Director and staff, visitors etc.

• Make travel arrangements and travel itinerary with venue details

• Assist in preparing analyses and presentations

• Manage all filing and data management

• Process invoices and reimbursements

• Oversee and track deadlines and actions related to the Director’s activities and correspondence

• Compose and prepare the Director’s correspondence

• Handle phone calls

• Welcome visitors

• Prepare induction material for incoming employees 

Qualifications

You must possess excellent writing, organization and interpersonal communication skills, along with a natural way of handling cultural diversity. When dealing with diverse situations and activities you must be flexible, open-minded, objective and responsible. Confidentiality is of the utmost importance. You must have the ability to work efficiently, be solutions-oriented, proactive, taking initiative and anticipating needs as required to take ownership of the work.

You should possess 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 must be fluent in English and Swedish and have excellent writing skills; knowledge of another European languages is an advantage. We expect you to be proficient in using Excel and Power Point, and have acquired knowledge in business or accounting software with a good understanding of general accounting.

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 organizational 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.

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 17th of September 2014. For further information regarding the position, please contact Kristina Bacos, kristina.bacos@esss.se

We look forward to receiving your application.