Jacobs Team Co-ordinator in Sweden

Team Co-ordinator

Description

Role: Team Coordinator

Reports to:Country Manager

Location: Sweden

Role objective:The nature of the support required will vary from day-to-day. However, key responsibilities will typically include general administrative support for Jacobs Team in Sweden, communicating effectively with stakeholders, ensuring that records are well maintained, preparing documents and organizing high level meetings.

Responsibilities

  • Supports top executives in handling calendars, coordinating project files, managing information flow, arranging travel schedules (including complex international travel) and meeting planning.

  • Coordinates conferences and office events (both on-site and remote). Works with vendors on events which require catering.

  • Exhibits excellent interpersonal skills and has frequent interaction with senior management, staff from across the firm, and clients.

  • Responsibilities are typically confidential in nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy.

  • Interfaces with outside Board members, high-level clients, government officials, and dignitaries, requiring an extremely professional demeanor and customer service approach.

  • To work with the other team administrators to provide seamless admin support to the operational unit.

  • Arranging pre-meetings with internal and external parties to discuss meeting objectives and logistics, creating agendas/presentation material and ensuring feedback/updates are communicated post workshop/meeting to the right parties.

  • Where requested support outside meetings. By locating venues, ordering resources, planning catering and refreshments, rarely acting as front of house/admin at these meetings.

  • Submit expenses on behalf of country manager in accordance to company policies.

  • Monitor client’s procurement systems for new tenders

  • Read through tender documents

  • Take meeting notes, make agendas and edit documents for country manager

Qualifications

Important: This role is only considering applications with valid and current rights to work in the European Union. Jacobs will not sponsor an employment visa to fill this position.

Previous experience

  • High level of support to senior position

  • Administrative background

Characteristics

  • Flexible in approach with ‘can do’ attitude

  • Being reliable and able to deliver without supervision

  • Proactive though ability to react to short term tasks with constrained timelines

  • Aptitude to pick up new responsibilities and use own initiatives

  • Strong organisational skills and attention to detail

  • Ability to excel in a fast-paced, cross-functional and dynamic environment

  • Fast learner

  • Ability to work as part of a highly experienced team

  • Being able to communicate with a range of people to get things done

  • Competent with MS Office suite including MS Word, MS Excel, MS PowerPoint

Language requirements

  • Fluent in Swedish or Norwegian

  • Fluent in English

Values and Behaviors

Safety – Ensure all aspects of health & safety are considered in the workplace and the welfare of colleagues is considered

Passion – In accordance with Company values, to put energy into the things that are important to us

Teamwork - Work collaboratively with teams and stakeholders to improve business delivery, and celebrate and share success

Ownership - Take responsibility for doing things and making them happen

Integrity - Create an environment of trust by maintaining professional and personal integrity and ensuring compliance with data handling

Primary Location Sweden

Travel No

Req ID: ECR0000FW