Executive Assistant to the Director General

Big Science Sweden; Deutschland; On-site; USD 50,000 - 70,000; Full time

Job summary

Big Science Sweden is seeking an Executive Assistant to support the Director General. This vital role demands strong organisational skills for managing the DG's agenda, coordinating meetings, and arranging travel logistics. The ideal candidate should have high discretion, the ability to draft correspondence in both English and occasionally German, and be adaptable to various administrative duties. Flexibility and efficiency are essential for success in this position.

Qualifications

• High degree of discretion and initiative is essential.
• Organisational skills to manage complex schedules and logistics.
• Ability to draft and manage correspondence in English and occasionally in German.

Responsibilities

• Maintain and manage the DG's agenda and appointments.
• Organise travel arrangements and logistics for the DG.
• Draft and manage email correspondence and other documents.

Skills

Discretion

Organisational efficiency

Communication in English

Ability to draft correspondence

Flexibility

Job description

Executive Assistant to the Director General

Datum: 26 september, 2025 Tid: 11:59

Placering: ESO

Mer information

The Executive Assistant provides a variety of administrative support to the Director General (DG) under the supervision of the Head of the Executive Office. The post-holder requires a high degree of discretion, initiative, and organisational efficiency, and plays a key role in ensuring the smooth operation of the DG's office. Tasks include managing the agenda of the Director General, coordinating schedules, organising small events, and supporting internal and external engagements, while liaising with a broad network of stakeholders at all levels of seniority.

Main Duties and Responsibilities:

• Maintain and manage the DG's agenda, including scheduling and prioritising appointments, meetings, and events.
• Organise and coordinate internal and external meetings involving the DG, including high-level visits to ESO Garching and the observatory sites in Chile.
• Organise travel arrangements and logistics for the DG and several staff members of his Office, including preparation of travel documentation and post-trip settlement of travel claims.
• Prepare supporting documents for such meetings, events, and travel.
• Support the DG in following up on tasks, decisions, and correspondence, ensuring timely execution of actions.
• Manage incoming email correspondence: review, file, and prioritise messages for the DG.
• Draft and manage correspondence in English, and occacionally in German.
• Maintain and update intranet pages relevant to the DG's office.
• Provide general administrative assistance to the internal audit team.
• Provide administrative back-up and support to other members of the Office of the Director General as required.

The above responsibilities are not exhaustive and a flexible approach and willingness to adapt to unexpected needs and perform further general administrative tasks is essential.