Vacant job

Qualified Executive Secretary

Reference Number: PAR 2026/542

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

Sahlgrenska Academy is the University of Gothenburg's largest faculty, with approximately 1,700 employees and a turnover of 2.3 billion SEK. We conduct research and education in medicine, dentistry, and health sciences, and several of our educational programs are among the most popular in the country. Under our roof, we host everyone from young students to internationally leading researchers.

The faculty is led by a Dean and has a Board. The Board is responsible for strategic planning and overall governance, serving as a forum for discussion and coordination of the faculty's activities. The faculty also has a Prefects' Council that advises the Dean, for example, regarding materials for the faculty board's decisions.

At the Sahlgrenska Academy Secretariat, the faculty-wide administrative support for the leadership as well as for education and research is consolidated. Here, approximately 45 employees currently work with responsibility for financial and educational administration, research support, communication, internationalization, collaboration, HR, and other support to the faculty leadership.

We are now looking for an engaged and professional Executive Secretary who will work closely with our Dean and be an important support in daily operations. Do you want to work in a dynamic and academic environment where you are right in the center of the action?

Responsibilities

As an Executive Secretary, you serve as a qualified administrative support to the Dean and act as an administrative hub in the operations. You play a key role in creating structure and good planning in the work surrounding the faculty leadership. The role involves many contact points and significant independent responsibility, as well as close collaboration with the Dean and the faculty leadership. The assignment is trust-based and requires good judgment, integrity, and a high degree of independence.

In this role, you are responsible for planning and coordinating the Dean's calendar, meetings, and travel, as well as ensuring efficient meeting administration. You call meetings, prepare decision materials, take minutes, and ensure that meeting documents are handled correctly and on time. The assignment also includes coordinating and administering leadership meetings and other forums related to the faculty leadership.

You serve as an important contact point for both internal and external contacts and contribute to professional and effective communication. An important part of the assignment is also to prioritize incoming matters and structure the flow of questions and contacts to the Dean. Furthermore, you are responsible for planning and executing various arrangements, such as promotions, ceremonies, conferences, and exhibitions. Through your work, you contribute to structure, planning, and follow-up in administrative processes and support the faculty leadership in their daily work.

Qualifications

We are looking for someone who is structured, professional, and has excellent administrative skills. You thrive with juggling multiple tasks and have the ability to prioritize and make well-balanced decisions in daily work.

We would like you to:

• Have experience in qualified administrative work or executive support
• Have experience in meeting administration, document handling, and minute-taking
• Be accustomed to coordinating and organizing tasks in an environment with many contact points
• Have good communication skills in both spoken and written Swedish and English
• Have high IT proficiency and good experience with digital meetings, planning tools, and document management

Personal Attributes

To thrive in this role, you are service-oriented, meticulous, and professional. You have good judgment, high integrity, and the ability to create structure in complex contexts. You are clear in your communication and confident in prioritizing, setting boundaries, and structuring the flow of questions and contacts to the Dean.

We offer a varied and responsible role in a dynamic academic environment where you have the opportunity to contribute to the development and quality of the operations.

Selection Process

We will make a holistic assessment and hire the person who is considered to have the best prerequisites for carrying out and developing the tasks. Great importance is placed on personal suitability.

Employment

The position is a permanent full-time employment located at the Sahlgrenska Academy Secretariat. Start date by agreement. Probationary period may apply.

Contact Information for the Position

If you have questions about the position, you are welcome to contact Annelie Tobin, Chief of Staff, email: [email protected], tel. +46 31-786 30 27 or Anders Gustavsson, Head of HR, email: [email protected], tel. +46 31-786 38 60.

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 that the application is complete in accordance with the advertisement and that it reaches the university no later than the last application date.

Application deadline: 2026-08-17