Office Assistant/Secretary for International Research Initiative (part-time, 22h/week) - DTU Bioengineering

We are looking for a highly organized and service-oriented Office Assistant/Secretary to support the administration of a new international research initiative focused on sustainable agriculture and food production across the globe, hosted at DTU Bioengineering. This initiative aims to drive innovative solutions that promote food security, environmental sustainability, and resilient agricultural systems—ultimately contributing to a healthier planet and a better future for all. In this role, you will, over the next five years, provide essential administrative support to the leadership team and help ensure the smooth daily operations of the initiative, which connects researchers across Europe, Asia, and Africa. 

Your Responsibilities
The primary focus of this position is to provide administrative support to the leadership team (Director, Vice-Director, and Scientific Program Manager) and assist in the daily operations of the research initiative. As part of the secretariat team, you will further play a key role in supporting the initiative’s researchers by ensuring efficient administrative processes, maintaining clear communication channels, and fostering a collaborative and helpful/supportive environment. 

The responsibilities include:

• Administrative Support for the Leadership Team:
  • Managing calendars and scheduling appointments.
  • Supporting email correspondence and communication tasks.
  • Proof-reading of communications. 
  • Coordinating travel arrangements and handling expense reporting.
• Operational & Event Support:
  • Scheduling meetings, preparing agendas, and taking minutes.
  • Organizing visits of guest researchers and stakeholders.
  • Assisting in planning and coordinating national and international workshops and events.
• HR & Financial Administration:
  • Assisting with hiring processes and daily HR-related tasks.
  • Handling purchase orders, invoices, and credit card reconciliations.
• Communication & Office Coordination:
  • Updating and maintaining the initiative’s website, and LinkedIn profile.
• Optional: 
  • Supporting the leader team’s activities during short-term visits to international partners.
  • The initiatives local gender, diversity and inclusion officer. 

Your Qualifications
We are seeking someone who: 

• Has completed office administration training, a secretary diploma, or equivalent relevant education.
• Has experience in administrative and secretarial support, preferably within a research or university setting.
• Has excellent organizational skills and attention to detail, ensuring smooth administrative processes and task coordination.
• Can manage multiple administrative tasks efficiently and prioritize workload effectively.
• Is proactive and service-minded, with a strong ability to support international teams and facilitate smooth daily operations.
• Is flexible and brings energy and a positive mindset to a dynamic environment.
• Communicates clearly and professionally in both English and Danish, ensuring smooth coordination and understanding across cultures.
• Demonstrates a high level of discretion and professionalism when handling confidential information and correspondence.
• Is confident in working with administrative IT systems and proficient in MS Office.
• Familiarity with DTU’s administrative systems is an advantage.

What we offer in return
This role provides the opportunity to work in a dynamic research environment, offering essential administrative and secretarial support to an international team. You will be part of a meaningful initiative that fosters innovation, builds global partnerships, and addresses pressing scientific challenges.

You will work closely with a dedicated secretariat team, including a scientific program manager, and two project managers, and an IT/data steward. Together, you will be responsible for the day-to-day operations of the research initiative, ensuring seamless coordination and support for the leadership, researchers, and partners across the globe.

We offer flexible working hours, allowing for a good work-life balance, and a supportive workplace that values collaboration and personal growth. As part of the secretariat team, you will have opportunities for professional development, including relevant training and skill-building to enhance your expertise in administrative support within an international research setting.

Salary and appointment terms
Salary and appointment terms are in accordance with the OAO-S Joint Agreement and the organization agreement for Office Clerks, Laboratory Technicians and IT staff (HK/stat).

The position is a part-time position, 22 hours per week. Starting date is June 1st 2025, or according to mutual agreement. The duration of this employment is 5 years, according to the funding of the project. 

The workplace is DTU Lyngby Campus, in DTU Bioengineering’s newly renovated building 223. 

Application and contact
Please submit your online application no later than Tuesday 15 April 2025.  Open the "Apply now" link, fill out the form, and attach your motivated application, CV, and exam certificates. 

If you would like additional information about the position, please contact Associate Professor Rasmus John Normand Frandsen via email [email protected]  or +45 452 52708, or +45 22511435 (mobile). 

Applications received after the deadline will not be considered.

All interested candidates irrespective of age, gender, disability, race, religion or ethnic background are encouraged to apply. As DTU works with research in critical technology, which is subject to special rules for security and export control, open-source background checks may be conducted on qualified candidates for the position.

The Department of Biotechnology and Biomedicine (DTU Bioengineering) is an international leader in the areas of biotechnology and biomedicine. Our engineering approach to all aspects of biotechnology and biomedicine positions us as a valuable player with unique competences in a growing bio-based economy and with health systems transforming towards personalized medicine. We have a clear focus on the needs in the life science- and biotech industries and point towards innovation, new businesses, and scientific services for the benefit of society. The department has extensive collaborations with national and international research units and industry. DTU Bioengineering has approx. 400 employees, of which 2/3 are scientific staff. The department is located at DTU Lyngby Campus.

Technology for people
DTU develops technology for people. With our international elite research and study programmes, we are helping to create a better world and to solve the global challenges formulated in the UN's 17 Sustainable Development Goals. Hans Christian Ørsted founded DTU in 1829 with a clear mission to develop and create value using science and engineering to benefit society. That mission lives on today. DTU has 13,500 students and 6,000 employees. We work in an international atmosphere and have an inclusive, evolving, and informal working environment. DTU has campuses in all parts of Denmark and in Greenland, and we collaborate with the best universities around the world.