Senior Administrative Coordinator

Head Energy Consulting AS; Oslo fylke; On-site; NOK 650,000 - 900,000; Full time

Benefits offered by this job

Good pension and insurance schemes

Personal follow-up, mentoring and care

Access to both specific and general

Job summary

Head Energy is seeking a highly organized Senior Administrative Coordinator to support the Legal and executive management team. You will manage board materials, prepare presentations, arrange conferences and maintain a high level of confidentiality.

Responsibilities include taking minutes, distributing follow-ups, and handling general secretary tasks such as travel management, invoicing, archiving, and office support. Collaboration with auditors and internal teams is required.

Qualifications

• Proven experience as an executive Assistant or similar role.
• Excellent organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills, English and Norwegian.
• Ability to communicate with top management and the board of directors.
• Permanent or project employment.
• Personal follow-up, mentoring and career guidance.

Responsibilities

• Support the Legal and executive management team with board materials, presentations, conference planning, and general office administration.
• Work on Board Material: Prepare, compile, and distribute board meeting materials; Ensure documents are accurate and delivered promptly.
• Prepare Presentations: Create and design presentations for executive meetings and external engagements; Collaborate with departments for data.
• Arrange Conference Gatherings: Plan conferences, meetings, and events; Handle venue, catering, and travel arrangements.
• High Level of Confidentiality: Maintain confidentiality of sensitive information; handle confidential documents discreetly.
• General Administration: Attend meetings, take minutes, distribute with follow-up; travel management, time sheets, invoicing, archiving, office supplies, business cards; assist auditors and corporate communications.

Skills

Executive support

MS Office

English & Norwegian

Board communication

Time management

Tools

Microsoft Office

Job description

Support the Legal and executive management team with board materials, presentations, conference planning, and general office administration.

• Proven experience as an Executive Assistant or similar role
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong written and verbal communication skills in English and Norwegian
• Ability to communicate with top management and the board of directors
• Permanent or project employment
• Personal follow-up, mentoring and career guidance
• Good pension and insurance schemes
• Access to both specific and general courses

On behalf of one of our clients, we are looking for Senior Administrative Coordinator Pnr: 23847

Job Description:

• 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.
• 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

Qualifications:

• Proven experience as an executive Assistant or similar role.
• Excellent organizational and time-management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Strong written and verbal communication skills, English and Norwegian.
• Ability to work independently and as part of a team.
• High level of integrity and professionalism.
• Able to communicate with top management and the board of directors
• Able to prioritize work and deliver within short time limits

Flexibility and working capacity

In Head Energy you get:

• Permanent- or project employment with the best conditions.
• Access to the industry's most exciting job opportunities
• Personal follow-up, mentoring and career guidance
• A large variety of project opportunities
• Good pension- and insurance schemes
• A pleasant and positive work environment
• Access to both specific and general courses.

• Audit support
• Microsoft Office

Head Energy is an independent Scandinavian engineering & consulting house providing a wide range of products to onshore and offshore industries. We work with reputed clients in Energy, Civil Construction & Infrastructure, and Industry. Head Energy has more than 900 employees, and offices in Bergen, Stavanger, Oslo, Trondheim, Gothenburg, Stenungsund, Esbjerg, Odense, and Hamburg. We are employee owned, client focused and growth oriented. We live by our core values: Responsible | Honest | Inclusive | Innovative. Our vision is to bring our employees and clients one step ahead.