Personal Assistant with strong communication skills for the Head of Department

DTU Bioinformatics
torsdag 27 apr 17

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Frist 30. maj 2017
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The Department of Bio and Health Informatics (DTU Bioinformatics), a newly established Department at the Technical University of Denmark (DTU), is looking for a well-qualified Personal Assistant (PA) with strong communication skills for the Head of Department. The department has a rich international and dynamic work environment.

Primary areas of responsibility
Your primary task will be to support the Head of Department. The life of the Head of Department is busy with meetings, internal and external activities, travelling, etc., and you should be the stable point. You will also be working on a broad range of administrative and communicative tasks together with other administrative staff of DTU Bioinformatics and at corporate DTU. Therefore, it is an advantage if you also have an interest in communication and like different types of writing tasks. The primary responsibilities include:

  • Acting as a primary point of contact for the Head of Department and his office by answering phones, emails and communicating with external collaborators and stakeholders on behalf of the Head of Department
  • Planning and coordination of the Head of Department’s activities including daily management of calendar and planning of meetings
  • Preparation of meeting material for the Head of Department, minutes of the meeting and follow-up on action points from meetings
  • Solid translation skills from Danish into English and the opposite
  • Composing and preparing correspondence via emails/letters that is sometimes private and confidential
  • Updating and writing texts for our website and intranet, internal newsletters, etc.
  • On behalf of the Head of Department, communicating with DTU corporate offices
  • Planning and coordination of travelling and handling of travel reimbursements for the Head of Department. This includes arranging complex and detailed travel plans, bookings, itineraries, applying for visas and preparing agendas and compiling documents for travel-related meetings
  • Other administrative tasks such as filing and other ad hoc tasks

Our expectations of you
We expect that you have a strong background as a Personal Assistant/secretary/Executive Assistant and as administrative support for senior management - preferably in an international research setting. You have strong communication skills and are fluent in both Danish and English – both orally and in writing. You are also an experienced user of MS Office and comfortable with Content Management Systems (e.g. Sitecore). We are looking for a person who is well motivated to learn new things and has a positive attitude to new challenges. You have very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, management board members, external partners and donors. We expect that you can operate independently, multi-task, make decisions and ensure close follow-up on tasks. As a person you are outgoing and able to cooperate with both internal and external partners and thrive on a great variation of tasks. You are both organised and structured and create and maintain an overview while paying attention to quality, detail, and deadlines. You are loyal and treat confidential information with great care.

What we offer in return
We offer an interesting and challenging job in an international atmosphere with the focus on research, teaching, innovation and scientific advice for the benefit of the surrounding community. We place emphasis on a high level of professionalism among our staff, so skills development is an integral part of our organization. We offer a great flexibility in the position. In the area of technical and natural sciences, DTU is one of the leading research and education institutions in Europe.

Salary and appointment terms
The appointment will be based on qualifications and the collective agreement made between the Danish Ministry of Finance and HK/Stat or the collective agreement with the Confederation of Professional Associations (AC overenskomst).

Application and contact
Please submit your online application no later than 30 May 2017. Apply online at

Open the “Apply online” link, fill out the form and attach your motivated application, CV and exam certificates. 

Further information may be obtained from the Head of Department Haja Kadarmideen or the Head of Secretariat Marlene Beck via the secretariat at +45 4525 2477.

You can read more about the DTU Bioinformatics at

All interested candidates irrespective of age, gender, disability, race, religion or ethnic background are encouraged to apply.

DTU Bioinformatics has its main research and teaching activities in bio-medical and bio-technological informatics, metagenomics, epidemiology, quantitative genomics, integrative systems biology, artificial intelligence and machine learning. Research involves the use of vast amounts of phenotypic, clinical, environmental, biological and multi-omic information in humans, animals, plants and microbes.

DTU is a technical university providing internationally leading research, education, innovation and scientific advice. Our staff of 5,800 advance science and technology to create innovative solutions that meet the demands of society; and our 10,600 students are being educated to address the technological challenges of the future. DTU is an independent academic university collaborating globally with business, industry, government, and public agencies.