Senior Administrative Coordinator

1 week ago

Oslo, Oslo County, Norway Head Energy Full time
Senior Administrative Coordinator

Head Energy is an independent Scandinavian engineering & consulting house providing a wide range of products to onshore and offshore industries. We work with reputed clients in Energy, Civil Construction & Infrastructure, and Industry.
Head Energy has more than 900 employees, and offices in Bergen, Stavanger, Oslo, Trondheim, Gothenburg, Stenungsund, Esbjerg, Odense, Hamburg and Krakow. We are employee owned, client focused and growth oriented.
We live by our core values: Responsible | Honest | Inclusive | Innovative.
Our vision is to bring our employees and clients one step ahead.

On behalf of one of our clients, we are looking for a Senior Administrative Coordinator
Pnr: 21483

Job Description:

  • We are seeking a highly organized and proactive Senior Administrative Coordinator to support our Legal and executive management team.
  • The ideal candidate will be responsible for managing board materials, preparing presentations, arranging conference gatherings, and maintaining a high level of confidentiality.
  • This role requires excellent communication skills, attention to detail, and the ability to handle multiple tasks efficiently.Key Responsibilities:
  • Work on Board Material:
  • Prepare, compile, and distribute board meeting materials.
  • Ensure all documents are accurate and delivered in a timely manner.
  • Prepare Presentations:
  • Create and design presentations for executive meetings and external engagements.
  • Collaborate with various departments to gather necessary information and data.
  • Arrange Conference Gatherings:
  • Plan and coordinate conferences, meetings, and events.
  • Handle logistics, including venue selection, catering, and travel arrangements.
  • High Level of Confidentiality:
  • Maintain strict confidentiality of sensitive information.
  • Handle confidential documents and communications with discretion.
  • General Administration:
  • Attend meetings and take detailed minutes.
  • Distribute minutes to relevant parties and ensure follow-up on action items.
  • Perform general secretary work and office administration: travel management, time sheets, invoicing, print and copy of documents, archiving, office supply and business cards, office support.
  • Assistance to Auditor in connection with directorships in Company Group; updating the list of directorships/roles in Company Group, including communication with the board members of the different internal companies in this connection.
  • Assistance to Auditor in connection with Company legal letters to external law firms.
Qualifications:
  • Proven experience as an executive Assistant or similar role.
  • Required Qualifications:
  • Excellent organizational and time-management skills.
  • Strong written and verbal communication skills, English and Norwegian.
  • Ability to work independently and as part of a team.
  • High level of integrity and professionalism.
  • Able to communicate with top management and the board of directors.
  • Able to prioritize work and deliver within short time limits.
  • Flexibility and working capacity.
Language:
  • English
  • Norwegian
In Head Energy you get:
  • Permanent- or project employment with the best conditions.
  • Access to the industry´s most exciting job opportunities.
  • Personal follow-up, mentoring and career guidance.
  • A large variety of project opportunities.
  • Good pension- and insurance schemes.
  • A pleasant and positive work environment.
  • Access to both specific and general courses.
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