Senior Administrative Coordinator

Head Energy Group; Oslo fylke; Hybrid; NOK 550,000 - 750,000; Full time

Job summary

Head Energy Group seeks a Senior Administrative Coordinator to support its legal and executive management team. The role focuses on board materials, presentations, and event logistics while maintaining strict confidentiality and professionalism.

You will coordinate with multiple departments, prepare minutes, and assist auditors with directorate lists and legal letters. Strong English and Norwegian skills are essential, with independent and team work capability.

Qualifications

• Proven experience as an executive Assistant or similar role.
• Excellent organizational and time-management skills.
• Strong written and verbal communication in English and Norwegian.

Responsibilities

• Manage board materials: prepare, compile, and distribute documents.
• Prepare presentations for executive meetings and external engagements.
• Arrange conferences, meetings, and events with logistics (venue, catering, travel).
• Maintain confidentiality of sensitive information and communications.
• Attend meetings, take minutes, and circulate action items; aid auditors and directorships as needed.

Skills

Executive Assistant

English

Norwegian

Time management

Tools

Microsoft Office Suite

Job description

Senior Administrative Coordinator (Pnr:23847)

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

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.

Personal traits

• 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

Applications will be evaluated continuously

Language

• English
• Norwegian

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.

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