Executive Coordinator at Umeå University

Umeå University is one of Sweden's largest institutions of higher education with over 37,000 students and approximately 4,700 employees. The university offers a diverse range of high-quality programs and world-leading research in several scientific fields, including the groundbreaking discovery of the CRISPR-Cas9 gene-editing tool, which was awarded the Nobel Prize in Chemistry. At Umeå University, everything is close. Our cohesive campus makes it easy to meet, collaborate, and exchange knowledge, fostering a dynamic and open culture.

The societal transformation and significant green investments we see in northern Sweden create enormous opportunities and complex challenges. For Umeå University, this means conducting research about – and in the midst of – a transforming society. It also means delivering education for regions that need to expand quickly and sustainably. This is where the future is created.

Are you interested in learning more? Read more here (https://www.umu.se/jobba-hos-oss/om-universitetet-som-arbetsplats/).

About the Organization

The University Administration at Umeå University consists of eleven units with nearly 600 employees supporting the university's education, research, and collaboration with the outside world.

The Executive Office within the University Administration will be established in 2026 and is responsible for supporting the rector and other university management. Currently, the office consists of the head of the office and four employees. The office's mission also includes coordinating other management support.

About the Role

As an Executive Coordinator, you will play a central role in planning, coordinating, and prioritizing the university management's matters and assignments. You will work closely with the rector and be an important support in daily operations. You will also collaborate with the rest of the university management, which, in addition to the rector, consists of the pro-rector, vice-rectors, and university director.

As an Executive Coordinator, you will be part of our support team at the Executive Office within the University Administration. The team is led by the head of the office and consists, in addition to the Executive Coordinator, of an investigator and two secretaries. Together, you will provide qualified support to the university management and ensure that operations run smoothly and efficiently. To provide comprehensive and qualified support, work must be done in close collaboration with other support and expert functions.

Your Main Responsibilities Include:

• Providing support to the rector and other university management in strategic management coordination, focusing on planning and coordinating the management's work.
• Coordinating and administering management meetings and visits.
• Coordinating the work with management matters, in preparation and decision-making processes, including planning and follow-up.
• Handling certain matters, including referrals and various assignments.

Qualifications

We are looking for someone who has:

• A university degree that the employer considers relevant.
• Relevant and current experience of independent work with management support, including planning and coordinating management's work.
• Experience in coordinating and administering meetings.
• Experience in decision-making processes involving preparing matters and producing decision-making materials.
• Excellent ability to express yourself verbally and in writing in both Swedish and English.
• Good knowledge of Office programs, especially Word, Excel, and PowerPoint. You are also accustomed to working in digital collaboration environments and have experience with Microsoft 365, including tools like Teams and Planner.

To succeed in the role of Executive Coordinator, you need to be self-driven and structured. The work is varied and involves both short and more extensive assignments, requiring flexibility and a good ability to prioritize. You are proactive in your role and take the initiative to improve processes to ensure that operations run smoothly and efficiently for management.

You will collaborate and network within and outside the university, making good collaboration skills and a communicative working style essential. The role also involves handling matters that require a high level of integrity and judgment.

Significant weight will be placed on personal abilities.

Desirable Qualifications:

• Experience in qualified investigative work.
• Work experience providing independent management support from the public sector, giving you a good understanding of structures, decision-making processes, and navigating a public organization.

Employment Conditions

The position is a permanent employment. A six-month probationary period may apply. Start date according to agreement, preferably as soon as possible.

Application

Your application should be submitted via the university's recruitment system Varbi and must be received by Umeå University by 2026-01-19. In this recruitment, you will only apply with your CV. In the application form, you will be asked questions about why you are applying for the advertised position and provide information about your skills and experience related to the advertised position.

Contact

For more information about the position, contact University Director Hans Wiklund, email: [email protected] (mailto:[email protected]).

Questions about the recruitment process will be answered by HR specialist Tatja Anundsson, email: [email protected] (mailto:[email protected]) and HR specialist Mikaela Hammarstedt, email: [email protected] (mailto:[email protected]).

Welcome with your application!

Umeå University aims to offer a gender-equal and equitable environment where open conversations between people with different backgrounds and perspectives lay the foundation for learning, creativity, and development. We therefore welcome individuals with diverse backgrounds and experiences to apply for the current position.

To staffing and recruitment companies and to you as a salesperson: We kindly but firmly request no direct contact with staffing and recruitment companies or salespeople for additional job advertisements.