Office Assistant with PA Responsibilities

UXV Technologies ApS; Ishøj Kommune; On-site; DKK 260,000 - 320,000; Full time

Job summary

UXV Technologies ApS seeks an organized Office & Personal Assistant to support daily operations and management with admin tasks. The role includes calendar coordination, travel planning, meeting prep, and confidential handling of information.

You will work closely with the management team, ensuring processes run smoothly, meetings are well-organized, and deadlines are tracked with reliability and discretion.

Qualifications

• Experience in administrative, office, or PA roles.
• Strong organizational skills and multitasking ability.
• Excellent English and Danish communication skills.
• Confidentiality and discretion with management information.
• Proactive and able to own tasks through to completion.
• Proficient with calendars, email, documents and spreadsheets.
• Valid driving licence (Category B) required.

Responsibilities

• Managing and coordinating calendars, meetings, and appointments.
• Scheduling internal and external meetings.
• Preparing meeting agendas and materials.
• Taking meeting minutes and following up on actions.
• Coordinating travel arrangements and itineraries.
• Assisting with travel expense documentation.
• Preparing and coordinating meetings, visits and management activities.
• Supporting management with presentations and documents.
• Keeping track of deadlines, follow-ups and actions.
• Handling information with confidentiality and discretion.

Skills

English fluency

Danish fluency

Organizational skills

Attention to detail

Calendar management

Office IT skills

Communication

Proactive

Education

High school diploma or equivalent

Tools

MS Office

Google Workspace

Job description

Office Assistant with PA Responsibilities

Are you highly organized, service-minded, and good at keeping track of both the small details and the bigger picture?

UXV Technologies is looking for a proactive and structured Office & Personal Assistant who will support our daily office operations while providing practical and administrative support to members of our management team.

This is a hands‑on role for someone who enjoys creating structure, coordinating activities, following up on tasks, and making sure that everyday practicalities run smoothly.

Personal Assistant & Management Support

• Managing and coordinating calendars, meetings, and appointments
• Scheduling internal and external meetings
• Preparing meeting agendas and relevant materials
• Taking meeting minutes and following up on agreed actions and deadlines
• Coordinating travel arrangements, including flights, hotels, transportation, and itineraries
• Assisting with travel expense documentation and practical follow‑up
• Preparing and coordinating meetings, visits, and management activities
• Supporting management with presentations, documents, correspondence, and other administrative tasks
• Keeping track of deadlines, appointments, follow‑ups, and outstanding actions
• Handling information and documentation with a high level of confidentiality and discretion

Office Administration & Coordination

• Coordinating practical office activities and administrative tasks
• Supporting the planning and preparation of internal meetings and company activities
• Welcoming and assisting visitors and external guests
• Coordinating meeting rooms and ensuring they are prepared for meetings
• Assisting with catering, lunches, and refreshments for meetings and events
• Coordinating with external suppliers and service providers
• Supporting documentation, filing, and general administrative processes

Who are you?

• We are looking for someone who is naturally organized and enjoys being the person who makes things happen.
• You are comfortable working independently, taking ownership of your responsibilities, and following tasks through to completion.
• Have experience from an administrative, office, coordinator, receptionist, PA, or similar role
• Are highly organized and able to manage several tasks and priorities at the same time
• Have strong attention to detail
• Are proactive and do not wait to be told about every next step
• Are service‑minded and comfortable supporting both management and colleagues
• Communicate professionally and confidently
• Are comfortable following up with others and keeping track of deadlines
• Understand the importance of confidentiality and discretion when working closely with management
• Have good IT skills and are comfortable working with calendars, email, documents, and spreadsheets
• Are fluent in English and Danish, both written and spoken.
• A valid driving licence (Category B) is required for this position

What we value

For this position, your mindset and way of working are just as important as your previous job titles.

You take ownership, create structure, and notice what needs to be done. You are comfortable in a dynamic environment where priorities can change, and you can distinguish between what is urgent and what can wait.

Most importantly, you are reliable, trustworthy, practical, and motivated by making everyday work easier for the management team.

About UXV Technologies

UXV Technologies is a Danish technology company developing and manufacturing innovative solutions for unmanned systems and other advanced technology applications.

We are an international and growing organization where collaboration, responsibility, and the ability to turn ideas into action are important parts of our everyday work.