Senior Administrative Coordinator

MDE Group; Asker; On-site; NOK 550,000 - 750,000; Full time

Job summary

MDE Group in Asker, Norway, invites applications for a Senior Administrative Coordinator to support our Legal and executive management teams. The role focuses on managing board materials, preparing presentations, arranging conferences, and maintaining strict confidentiality.

You will prepare and distribute board materials, design executive presentations, and coordinate events and travel while collaborating with multiple departments.

Qualifications

• Experience supporting executives and boards.
• Excellent communication and confidentiality.
• Strong organizational and multitasking skills.
• Proficient in minute taking and archiving.
• Ability to coordinate events and travel.

Responsibilities

• Prepare, compile, and distribute board meeting materials and minutes.
• Create and design presentations for executive meetings and external engagements.
• Coordinate conferences, meetings, and events including travel and catering.
• Maintain high confidentiality and handle sensitive information.
• Attend meetings, take detailed minutes, and follow up on action items.
• Provide general secretarial and office administration support (travel management, invoicing, archiving, office supplies).
• Assist auditors with directorships list updates and related legal communications.

Skills

Board management

Minutes taking

Travel planning

Secretarial support

Event coordination

Education

Secretarial training

Tools

MS Office

PowerPoint

Job description

Senior Administrative Coordinator - Asker

We are seeking a highly organized and proactive Senior Administrative Coordinator to support our Legal and executive management team. The ideal candidate will be responsible for managing board materials, preparing presentations, arranging conference gatherings, and maintaining a high level of confidentiality. This role requires excellent communication skills, attention to detail, and the ability to handle multiple tasks efficiently.

Key Responsibilities:

Work on Board Material:

• Prepare, compile, and distribute board meeting materials.
• Ensure all documents are accurate and delivered in a timely manner.

Prepare Presentations:

• Create and design presentations for executive meetings and external engagements.
• Collaborate with various departments to gather necessary information and data.

Arrange Conference Gatherings:

• Plan and coordinate conferences, meetings, and events.
• Handle logistics, including venue selection, catering, and travel arrangements.

High Level of Confidentiality:

• Maintain strict confidentiality of sensitive information.
• Handle confidential documents and communications with discretion.

General Administration:

• Attend meetings and take detailed minutes.
• Distribute minutes to relevant parties and ensure follow-up on action items.
• Perform general secretary work and office administration: travel management, time sheets, invoicing, print and copy of documents, archiving, office supply and business cards, office support.
• Assistance to Auditor in connection with directorships in Company Group; updating the list of directorships/roles in Company Group, including communication with the board members of the different internal companies in this connection.
• Assistance to Auditor in connection with Company legal letters to external law firms

Contract: 2 years

Location: Asker