Norges Teknisk-naturvitenskapelige Universitet Ntnu

<h3 class="navds-heading navds-heading--small navds-typo--spacing">This is NTNU</h3><p>NTNU is a broad-based university with a&nbsp;technical-scientific profile and a focus&nbsp;in professional education. The university is located in three cities with headquarters in Trondheim.</p><p>At NTNU, 9,000 employees and 43,000 students work to create knowledge for a better world.</p>. Video: https://youtu.be/Xt-yHCN5QS0<br><h3 class="navds-heading navds-heading--small navds-typo--spacing">About the job</h3><p>We&nbsp;are&nbsp;seeking&nbsp;an&nbsp;Executive&nbsp;Assistant&nbsp;to&nbsp;join&nbsp;the&nbsp;NTNU&nbsp;Brussels&nbsp;office&nbsp;team.</p><p>This position directly supports the Director of NTNU Brussels office in delivering the organization’s strategic goals within the EU Research and Innovation framework. The role involves managing the Brussels office administrative operations, coordinating events that showcase R&amp;D capabilities, and ensuring smooth communication between the office and external stakeholders in agreement with the Director. Key responsibilities include secretariat duties and liaison with relevant colleagues operating in the headquarters in Norway for financial and administrative processes.</p><p>We seek a professional who excels in a compact team setting, has strong organizational skills and can effectively coordinate activities between&nbsp;multiple&nbsp;locations.&nbsp;The&nbsp;ideal&nbsp;candidate&nbsp;will&nbsp;understand&nbsp;the&nbsp;importance&nbsp;of&nbsp;representing&nbsp;institutional&nbsp;research&nbsp;interests&nbsp;in&nbsp;the&nbsp;European context.</p><p><strong>Work&nbsp;Area:&nbsp;</strong>Support&nbsp;to&nbsp;management,&nbsp;event&nbsp;organization,&nbsp;external&nbsp;communication,&nbsp;interaction with external and internal stakeholders&nbsp;when needed (i.e. information provision, invitations follow ups, etc..),&nbsp;and&nbsp;administrative&nbsp;tasks related to the representation of the largest University in Norway.</p><p><strong>Job&nbsp;description:&nbsp;</strong>The&nbsp;selected&nbsp;person&nbsp;will&nbsp;work&nbsp;in&nbsp;the&nbsp;NTNU&nbsp;Brussels&nbsp;office,&nbsp;in&nbsp;Brussels,&nbsp;and&nbsp;will&nbsp;report&nbsp;to&nbsp;the&nbsp;Director.</p><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">Duties of the position</h3><strong>Administrative Support:&nbsp;</strong><ul><li>Ensure clear and effective communication and documentation between the Brussels office and the NTNU headquarters in Norway</li><li>Monitor and maintain accurate records of operational, financial and administrative workflows</li><li>Manage the calendar and agenda of the Director, and support him in the mail management</li></ul><strong>Event Coordination:&nbsp;</strong><ul><li>Organize meetings, workshops, and events to support the office engagement with EU stakeholders as well as outreach dissemination activities</li><li>Coordinate logistics, participant outreach, and post-event reporting, leveraging virtual and hybrid event platforms as needed</li></ul><strong>External Liaison:&nbsp;</strong><ul><li>Liaise with policymakers, researchers, and administrative services to facilitate smooth collaboration&nbsp;</li><li>Represent the Office professionally during in-person and virtual engagements, acting as the point of contact for day-to-day operational needs&nbsp;</li></ul><strong>Financial and Administrative Flow Management:&nbsp;</strong><ul><li>Collaborate with Director in managing the office budget, expenses, and funding reports</li><li>Ensure compliance with internal and external administrative procedures, proactively addressing discrepancies</li></ul><strong>Operational Efficiency:&nbsp;</strong><ul><li>Identify and implement process improvements for better administrative and operational outcomes&nbsp;</li><li>Anticipate team needs and independently address unexpected challenges&nbsp;</li></ul><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">Required selection criteria</h3><strong>Academic Background:&nbsp;</strong><li>A University degree at bachelor level or equivalent. A degree in Project Management, Administration or a related field is preferred.&nbsp;Relevant&nbsp;vocational&nbsp;experience&nbsp;may&nbsp;compensate&nbsp;for&nbsp;the lack of required&nbsp;education</li><strong>Experience:&nbsp;</strong><ul><li>Proven background (2-3 years) in executive or administrative support roles, preferably within an R&amp;I or EU environment</li><li>Proven track record in managing complex administrative workflows with high attention to detail&nbsp;</li><li>Strong command of Microsoft Office Suite, and experience with digital collaboration tools</li></ul><p><strong>Languages:</strong>&nbsp;</p><li>Fluency in English is required, with strong verbal and written communication abilities</li><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">Preferred selection criteria</h3><ul><li>Event planning or project coordination experience is a strong plus</li><li>Experience in cross-border professional interactions</li><li>Knowledge of Norwegian or a Nordic Language will represent a plus. Other languages proficiency will be valued</li><li>Knowledge of communication and graphical tools is a strong plus</li><li>Background or experience from universities/colleges in the Nordic countries</li></ul><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">Personal characteristics </h3><p>You have</p><ul><li>an ability to manage multiple priorities and learn new processes in a dynamic environment</li><li>strong&nbsp;cooperation&nbsp;and&nbsp;communication&nbsp;skills&nbsp;and&nbsp;are able&nbsp;to&nbsp;work&nbsp;independently&nbsp;as&nbsp;well&nbsp;as&nbsp;in&nbsp;team,&nbsp;pro-actively and in a goal-oriented way&nbsp;</li><li>a service-oriented&nbsp;mentality&nbsp;and&nbsp;the&nbsp;ability&nbsp;to&nbsp;build&nbsp;trust&nbsp;in&nbsp;relationships&nbsp;with&nbsp;NTNU&nbsp;colleagues&nbsp;as&nbsp;well&nbsp;as&nbsp;with&nbsp;the local support services</li></ul><p>In the evaluation of which candidate is best qualified, emphasis will be placed on education, experience and personal suitability, as well as motivation, in terms of the qualification requirements specified in the advertisement.</p><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">We offer</h3><ul><li>exciting&nbsp;and&nbsp;stimulating&nbsp;tasks&nbsp;in&nbsp;a&nbsp;strong&nbsp;international&nbsp;academic&nbsp;environment &nbsp;</li><li>an open and <a href="https://innsida.ntnu.no/wiki/-/wiki/Norsk/Inkluderende%2Barbeidsliv" rel="nofollow">inclusive work environment</a>&nbsp;with dedicated colleagues</li><li>the&nbsp;possibility&nbsp;of&nbsp;favourable&nbsp;terms&nbsp;in&nbsp;the&nbsp;<a href="https://www.spk.no/en/" rel="nofollow">Norwegian&nbsp;Public&nbsp;Service&nbsp;Pension&nbsp;Fund</a>&nbsp;</li><li>employee benefits</li></ul><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">Salary and conditions</h3><p>We&nbsp;offer&nbsp;a&nbsp;competitive&nbsp;salary&nbsp;for&nbsp;the&nbsp;position&nbsp;of&nbsp;adviser&nbsp;(code&nbsp;1434).&nbsp;Terms&nbsp;and&nbsp;conditions&nbsp;including&nbsp;salary&nbsp;upon&nbsp;agreement.</p><p>The engagement is to be made in accordance with the regulations in force concerning State Employees and Civil Servants, and the acts relating to Control of the Export of Strategic Goods, Services and Technology. Candidates who by assessment of the application and attachment&nbsp;are&nbsp;seen&nbsp;to&nbsp;conflict&nbsp;with&nbsp;the&nbsp;criteria's&nbsp;in&nbsp;the&nbsp;latter&nbsp;law&nbsp;will&nbsp;be&nbsp;prohibited&nbsp;from&nbsp;recruitment&nbsp;to&nbsp;NTNU.&nbsp;After&nbsp;the&nbsp;appointment&nbsp;you&nbsp;must assume that there may be changes in the area of work.</p><p>It is a prerequisite you can be present at and accessible to the institution on a daily basis.</p><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">About the application</h3><p>Please&nbsp;note&nbsp;that&nbsp;your&nbsp;application&nbsp;will&nbsp;be&nbsp;considered&nbsp;based&nbsp;solely&nbsp;on&nbsp;information&nbsp;submitted&nbsp;by&nbsp;the&nbsp;application&nbsp;deadline.&nbsp;You&nbsp;must&nbsp;therefore ensure that your application clearly demonstrates how your skills and experience fulfil the criteria specified above.</p><p>The&nbsp;application&nbsp;must&nbsp;contain: &nbsp;</p><ul><li>A&nbsp;job&nbsp;application&nbsp;letter</li><li>&nbsp;CV, certificates and diplomas</li></ul><br><h3 class="navds-heading navds-heading--small navds-typo--spacing">General information</h3><p>NTNU believes that inclusion and diversity is a strength. We want our faculty and staff to reflect Norway’s culturally diverse population and we continuously seek to hire the best minds. This enables NTNU to increase productivity and innovation, improve decision making processes, raise employee satisfaction, compete academically with global top-ranking institutions and carry out our social responsibilities within education and research. NTNU emphasizes accessibility and encourages qualified candidates to apply regardless of gender identity, ability status, periods of unemployment or ethnic and cultural background.</p><p>As&nbsp;an&nbsp;employee&nbsp;at&nbsp;NTNU,&nbsp;you&nbsp;must&nbsp;at&nbsp;all&nbsp;times&nbsp;adhere&nbsp;to&nbsp;the&nbsp;changes&nbsp;that&nbsp;the&nbsp;development&nbsp;in&nbsp;the&nbsp;subject&nbsp;entails&nbsp;and&nbsp;the&nbsp;organizational changes that are adopted.</p><p>A public list of applicants with name, age, job title and municipality of residence is prepared after the application deadline. If you want to reserve yourself from entry on the public applicant list, this must be justified. Assessment will be made in accordance with <a href="https://lovdata.no/dokument/NL/lov/2006-05-19-16/KAPITTEL_3#%C2%A725" rel="nofollow">current legislation</a>. You will be notified if the reservation is not accepted.</p><p>If&nbsp;you&nbsp;have&nbsp;any&nbsp;questions&nbsp;about&nbsp;the&nbsp;position,&nbsp;please&nbsp;contact&nbsp;Massimo&nbsp;Busuoli&nbsp;-&nbsp;Director&nbsp;of&nbsp;NTNU&nbsp;Brussels&nbsp;office,&nbsp;email <a href="mailto:massimo.busuoli@ntnu.no" rel="nofollow">massimo.busuoli@ntnu.no</a></p><p>If&nbsp;you&nbsp;have&nbsp;any&nbsp;questions&nbsp;about&nbsp;the&nbsp;recruitment&nbsp;process,&nbsp;please&nbsp;contact&nbsp;Gunhild&nbsp;Marie&nbsp;Standal,&nbsp;Adviser,&nbsp;HR&nbsp;and&nbsp;HSE&nbsp;Division,&nbsp;e-mail: <a href="mailto:gunhild.standal@ntnu.no" rel="nofollow">gunhild.standal@ntnu.no</a></p><p>If you think this looks interesting and in line with your qualifications, please submit your application electronically via jobbnorge.no with your CV, diplomas and certificates attached. Applications submitted elsewhere will not be considered. Upon request, you must be able to obtain certified copies of your documentation.&nbsp;Please refer to the application number NTNU-nr. 28/25 when applying.</p><strong>Application deadline: 25.08.2025</strong><br>

Executive Assistant at the NTNU Brussels Office