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Senior Administrative Coordinator

1 month ago

Oslo, Oslo County, Norway Omega AS Full time

Omega 365 Consulting is a leading supplier of highly skilled project personnel in the oil and gas, renewable energy, and infrastructure sectors. We offer a wide range of consultant assignments, featuring many of the most exciting projects in Norway and internationally.

Details

Duration: ASAP - 30.04.2027
Location: Oslo, Asker

Assignment 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.

Responsibilities
  1. Work on Board Material:
    • Prepare, compile, and distribute board meeting materials.
    • Ensure all documents are accurate and delivered in a timely manner.
  2. Prepare Presentations:
    • Create and design presentations for executive meetings and external engagements.
    • Collaborate with various departments to gather necessary information and data.
  3. Arrange Conference Gatherings:
    • Plan and coordinate conferences, meetings, and events.
    • Handle logistics, including venue selection, catering, and travel arrangements.
  4. High Level of Confidentiality:
    • Maintain strict confidentiality of sensitive information.
    • Handle confidential documents and communications with discretion.
  5. 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

  • 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.
  • Proven experience as an executive Assistant or similar role.
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