Administrative Operations Manager

NB; Oslo fylke; On-site; NOK 700,000 - 850,000; Full time

Benefits offered by this job

Fitness reimbursement

Norwegian Public Service Pension Fund

15-month contract

Solli plass, Oslo location

Job summary

AI4LAM is seeking an Administrative Operations Manager to support the Secretary General and coordinate governance, software, projects and member communication. The role combines day-to-day administration with management of communication channels and digital platforms across an international organization.

The position will be primarily based in Norway (Solli plass, Oslo) with some travel. You will manage newsletters, member onboarding, documentation, and project support with a strong focus on

Qualifications

• Strong administrative and organisational skills.
• Excellent written and verbal communication skills, with close attention to detail.
• Experience with digital communication platforms, website management and content production.
• Experience or familiarity with project administration and community coordination.

Responsibilities

• Provide administrative, logistical and operational support to the Secretary General.
• Support the Board of Directors, Expert Board and Secretariat with documentation, scheduling and coordination.
• Prepare, circulate and archive agendas, reports and official documentation in a timely manner.

Skills

Administrative skills

Communication skills

Project administration

Multicultural awareness

Tools

CMS

Newsletter platforms

Job description

Artificial Intelligence for Libraries, Archives, and Museums (AI4LAM) is an international research and development community with more than 1,300 members worldwide. The community is dedicated to advancing the use of artificial intelligence (AI) in, for, and by cultural heritage institutions such as libraries, archives, and museums. AI4LAM works to promote the development and implementation of responsible and trustworthy AI solutions that support cultural development and societal growth toward a better 2030. The National Library plays a significant role in supporting and running this initiative.

Would you like to help strengthen the administrative, operational and communication foundations of an international community working at the intersection of artificial intelligence, libraries, archives and museums? AI4LAM is seeking a structured and reliable Administrative Operations Manager to support its Secretary General who works from Slovenia with governance, software, projects and member community contact.

The role combines day-to-day administration with responsibility for communication channels, digital platforms and coordinating across an international organisation. The role will be primarily based in Norway, but some international travel will be required.

• Provide administrative, logistical and operational support to the Secretary General
• Support the Board of Directors, Expert Board and Secretariat with documentation, scheduling and coordination
• Prepare, circulate and archive agendas, reports and official documentation in a timely manner
• Establish, transition and maintain communication channels in line with organisational standards
• Oversee mailing lists, newsletters, community platforms and other communication tools, ensuring consistent and accurate dissemination of information
• Manage, design, update and maintain the AI4LAM website, ensuring that content is current, accessible and aligned with the communication strategy
• Plan, draft and produce the AI4LAM newsletter in coordination with the Secretary General, and maintain records of content and publication cycles
• Provide administrative support for projects, including documentation, coordination, reporting, partner communication and compliance with project requirements
• Coordinate monthly community calls, including scheduling, invitations, agendas, technical setup and follow-up documentation
  
• Support new and existing member organisations with onboarding, membership records, communication and documentation
  
• Support educational programmes, training activities and learning initiatives through scheduling, communication, documentation and participant administration
• Strong administrative and organisational skills
• Excellent written and verbal communication skills, with close attention to detail
• Experience with digital communication platforms, website management and content production
• Experience or familiarity with project administration and community coordination
• Ability to manage multiple tasks and priorities in an international and multicultural environment
• Excellent written and spoken English, as English is the working language of the organisation

Language

English is the working language of the organisation

• You work in a structured, accurate and dependable manner
• You demonstrate professionalism, sound judgement and discretion
• You are service-oriented, collaborative and comfortable coordinating with multiple stakeholders
• You take initiative, follow tasks through and contribute to stable, well-functioning operations
• Personal suitability for the role will be given significant weight
• Temporary 100% position of 15 months, with a preferred start date as soon as possible.
• Opportunity to exercise during working hours or receive reimbursement of fitness membership fees.
• Centrally located workplace at Solli plass in Oslo.
• A friendly working environment, a strong professional community and varied responsibilities.
• The salary range is NOK 700,000–850,000 per year, depending on experience and qualifications. A higher salary may be considered for candidates with particularly strong qualifications.
• Membership in the Norwegian Public Service Pension Fund (Statens pensjonskasse).