JOB VACANCY

Executive Assistant to Directors of Education and Entrepreneurship – Lyngby, Copenhagen

DIVISION
Education and Entrepreneurship
CONTRACT
One year fixed term
APPLY BY
16 Dec 2018
REPORTS TO
Directors of Education and Director of Entrepreneurship
SALARY
Competitive for Not-For-Proft Organisation
START DATE
As soon as possble
LOCATION
Lyngby, Copenhagen, Denmark
APPLY NOW

Business Background

EIT Climate-KIC (Knowledge and Innovation Community) is the EU’s largest public-private partnership addressing climate change through innovation. Our community consists of over 300 leading partners from business, academia, the public sector and NGOs. Our purpose is to help create a prosperous, inclusive, climate resilient society founded on a circular, zero-carbon economy.

We focus on levers of systemic change, looking for where innovation is most needed to accelerate deep decarbonisation (elimination of fossil fuels and negative carbon) and effective adaptation. EIT Climate-KIC is predominantly grant-funded by the European Institute for Innovation and Technology, a body of the European Union and acts as a platform to work across boundaries and across sectors, fostering innovation as a catalyst for transformation. We:

  • provide funding,
  • facilitate the creation of innovation consortia,
  • work together with our partners to take a portfolio approach to innovation options,
  • challenge and seek to enrich business model design,
  • offer tailored support for experimentation, implementation and scaling, and
  • incubate very early stage ideation and pre-seed innovation.

To make ourselves accessible to key actors and ‘challenge owners’, we work along four priority themes: urban transitions, sustainable land use, sustainable production systems, and decision metrics and climate finance. In all four areas, we place an emphasis on entrepreneurship and innovation design, on education as a driver of behavioural change through new skills and capabilities and on policy innovation. We run programmes for students, start-ups and innovators across Europe via centres in major cities and regions, convening a community of excellence in people and organisations.

We balance strategic innovation, aimed at renewing core business models, with a significant portfolio of bottom-up innovation – e.g. through our start-up accelerators – to learn, evaluate and continuously adjust our efforts to impact climate change. Ultimately, we aim to become a leader in systemic innovation that contributes to a paradigm shift from a linear, industrial production system to a circular, regenerative model, leveraging the power of our unique community of innovators and inspiring change beyond it.

 

Purpose of the role

As Executive Assistant you will be responsible for providing administrative support service to our Directors of Education and Entrepreneurship.

Key responsibilities

  • Maximise the Directors’ time by reading, researching, and re-routing correspondence; drafting letters and documents; collecting and analysing information
  • Maintain Directors’ appointment schedule by planning and scheduling meetings using excellent diary management skills.
  • Support on booking of meeting rooms and refreshments, contact to attendees etc.
  • Make travel arrangements
  • Process travel and expenditure claims
  • Monitor budgets and raise relevant POs for travel and other expenditure.
  • Take and relay accurate and timely messages from telephone callers, answering queries where possible and escalating as necessary; meet and greet visitors at all levels of seniority
  • Provide support with filing of electronic and hard copy documents
  • Preparation of agendas, taking and distributing minutes of meetings
  • Produce documents and presentations as required for internal and external meetings and events
  • Support with Database management, i.e. updates of internal databases and contact lists
  • Support Directors and their teams with some organisation of events (e.g. conferences, workshops, etc.), marketing and outreach
  • Undertake other reasonable duties as requested by the Directors

Key working relationships

  • Director of Education (50%)
  • Director of Entrepreneurship (50%)
  • Entrepreneurship team
  • Education team
  • Nordic office colleagues

Qualifications

  • Educated to bachelor’s degree level (or equivalent experience and/or qualifications) in a subject related to business support and/or climate change would be advantageous

Experience

  • Relevant PA experience from a previous position (preferably 3 or 5 years)
  • Has worked with a variety of professionals and staff at all levels in complex stakeholder environments
  • Experience of working with multiple managers with varying needs
  • Have proven experience coordinating individuals and teams
  • Familiar with meeting and workshop co-ordination
  • Experience exercising discretion and confidentiality with sensitive company information

 

Key skills

  • Excellent command of written and spoken English
  • Strong diary management skills
  • Solid on IT office management systems (MS Office: Word, Excel, PowerPoint, Outlook, as minimum)
  • Excellent organisational and planning skills with an ability to think proactively and prioritize work according to deadlines.
  • Able to book travel arrangements accurately, considering logistics and economy of time
  • Excellent communication, networking and interpersonal skills, with a particular sensitivity to other cultures (phone, email and in-person)
  • Proven ability to work to tight deadlines
  • Ability to work accurately at all times, including in highly pressurised situations

Qualities, Personal style and Approach

  • Self-motivated, driven and proactive; a self-starter who thrives in a fast-paced environment
  • Well presented, with a bright, confident personality
  • Ability to work flexibly within a new and changing environment
  • Enjoy working as part of an international team
  • Commitment to and enthusiasm for the mission of Climate-KIC

Additional information

Please note that candidates must have the right to work in the EU prior to applying for the position. The successful candidate will normally be based at the nearest EIT Climate-KIC office to where they are currently living.

Our application and recruitment process

Climate-KIC values diversity and welcomes applications from all suitably qualified candidates regardless of age, gender, race, disability, sexual orientation, religion or ethnic background.

Your application should be written in English and consist of:

  • a full curriculum vitae
  • a covering letter describing briefly how your profile, skills and experience meet the criteria outlined in the person specification, and outlining your interest in and vision for the role.
  • your current salary
  • where you saw this role advertised.

Please send your full application using the “apply now” button above. You should state your name and the role for which you are applying for in the subject line of the email. The deadline for receipt of applications is 23.59 GMT on the date published on the job advert.

Receipt of your application will be acknowledged by email.

Your application will be reviewed on or around the closing date for the vacancy for which you have applied. If your application is shortlisted for interview, you will be contacted directly by Climate-KIC.

Candidates invited to a first interview, will be notified of the outcome and informed about next stages if they are successful.

NB/ This advertisement will be taken down from the website after the closing date so it is a good idea to copy and keep the text for reference to use should you be invited to interview.

 

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