Vacant job

University of Gothenburg meets society's challenges with diverse knowledge. With 58,000 students and 6,800 employees, the university is a large and inspiring workplace. Strong research and attractive education attract researchers and students from all over the world. With new knowledge and new perspectives, the University of Gothenburg contributes to a better future.

Executive Secretary to the University Management Support Office

The University Management Support Office provides the closest strategic and administrative support to the University Management. At the office, experienced management coordinators and executive secretaries assist the University Management with professional management support and efficient case handling.

As an Executive Secretary, you create space for the University Management to focus on their tasks by freeing up time and facilitating daily operations. The role suits you if you thrive on creating structure and providing professional administrative support in a complex operation with many contact points and varying issues. To succeed in the role, you need to be able to familiarize yourself with the university's operations and decision-making processes, as well as exercise good judgment in a management-close environment. You will have contact with many people both internally and externally and gain a good insight into the university's organization and processes.

Responsibilities

The role of Executive Secretary is characterized by many parallel tasks and contacts, which places high demands on foresight, structure, and the ability to follow up on details without losing the overall perspective. The close cooperation with the University Management also requires good judgment, high integrity, and a professional approach.

The role includes, among other things:

• Providing qualified administrative support to the University Management, for example through meeting bookings, travel planning, and calendar management.
• Contributing to daily operations by receiving guests, ordering office supplies, and handling invoices, other costs, and expenses for the Rector's Group.
• Prioritizing incoming cases and structuring the flow of issues and contacts.
• Preparing, coordinating, and following up on internal and external meetings.
• Handling documents and diary registration.
• Contributing to the development and improvement of administrative working methods and routines.
• Conducting administrative follow-ups and assisting in producing materials, summaries, and simpler investigative support.

Qualifications

To succeed in the role, you must:

• Have experience in independently coordinating, prioritizing, and following up on administrative processes and tasks.
• Be proficient in Swedish and English, both spoken and written, and be able to express yourself correctly, clearly, and professionally with a good sense of tone and recipient.
• Be familiar with digital working methods and the Office package.

Great importance will be attached to personal qualities. To succeed in the role, you need to:

• Be service-oriented, non-hierarchical, and structured.
• Have excellent ability to plan, organize, and prioritize your work, even during periods of high tempo.
• Be able to handle many parallel tasks simultaneously and work systematically to ensure nothing falls through the cracks.
• Collaborate well with others and communicate professionally with both internal and external parties.
• Take initiative and work independently.

For the right person, there is an opportunity to gradually take on greater responsibility and, for example, contribute to investigative and development assignments.

It is meritorious if you:

• Have experience working within a university or higher education institution.
• Have knowledge of the university's organization and decision-making processes.
• Have extensive experience coordinating complex meeting and calendar bookings.
• Easily adapt to and work efficiently in new digital systems and tools.
• Have a relevant university or higher education degree.

Employment

The employment is permanent, with a scope of 80–100%. The scope is determined in dialogue with the person offered the position. Placement at the University Management Support Office, starting after the summer as agreed. Probationary period may apply.

Contact Information for the Position

If you have questions about the employment, you are welcome to contact Head of Support Office Emilia Rung, 031-786 5238, email: [email protected] (mailto:[email protected])

Trade Union Organizations

You can find trade union representatives at the University of Gothenburg here: https://www.gu.se/jobba-hos-oss/sa-blir-du-en-av-oss#kollektivavtal-och-fackliga-foretradare (https://www.gu.se/jobba-hos-oss/sa-blir-du-en-av-oss#kollektivavtal-och-fackliga-foretradare)

Application

You apply for the position via the University of Gothenburg's recruitment portal by clicking the "Apply" button. As an applicant, you are responsible for ensuring the application is complete in accordance with the advertisement and that it is at the university's disposal no later than the last application date.

Application must be received by: 2026-06-10

The university works actively for a working environment with equal conditions and values the qualities that diversity brings to the operation. The university applies individual salary setting. According to the National Archives' regulations, the university is obliged to keep application documents for two years after the appointment decision. If you as an applicant specifically request your documents back, they will be returned when the two years have passed; otherwise, they will be destroyed. To staffing and recruitment agencies and to you who are sellers: The University of Gothenburg uses a procured advertising agency in connection with staff recruitment. We kindly but firmly decline direct contact with staffing and recruitment agencies as well as sellers of job advertisements.