Executive assistant to Professor in Clinical Proteomics

Karolinska Institutet

Application deadline

March 2, 2023

Executive assistant to Professor in Clinical Proteomics

Do you want to contribute to top quality medical research?

At the Department of Oncology-Pathology basic, translational and clinical research and educational activities related to cancer is carried out. Approximately 300 people from over 40 nations are currently working at the department. About 30 research groups with various cancer research profiles are active at the department and we have around 110 PhD students. The Department of Oncology-Pathology is responsible for undergraduate courses in Pathology, Oncology and Forensic Medicine for medical students, as well as for Tumor biology courses for biomedicine students and Pathology courses for opticians.

Precision medicine refers to the tailoring of medical treatment to the individual characteristics of each patient. We are looking for an ambitious executive assistant interested to contribute as part of our team to improve precision medicine. Professor Janne Lehtiö is heading the cancer proteogenomics research group, and scientific lead of clinical proteomics national facility, as well as working part time as Scientific director and in DDLS project for SciLifeLab, Karolinska University Hospitals clinical proteomics unit and as a member of board of directors for Karolinska Comprehensive Cancer Center.

The position will be placed in the Clinical Proteomics Mass Spectrometry group headed by Professor Janne Lehtiö at Science for Life Laboratory (SciLifeLab). The Lehtiö Group includes both a research group and Regional/National mass spectrometry core facility, all working within clinical proteomics. 

SciLifeLab is a national infrastructure and research center in technology and data driven life sciences and Karolinska Institutet is one of the four founding universities of SciLifeLab. We offer a very stimulating and diverse work in a team of highly motivated co-workers with expertise in multiple areas in precision medicine and cutting-edge technologies.

We are now seeking an enthusiastic and committed Executive Assistant/Administrator to provide complex diary management, administrative support, meeting and international travel arrangements together with Professor Janne Lehtiö. The position is fixed term, on a full-time basis.  

Your mission

You will be a first-class organizer/communicator and will use your initiative to deal appropriately with varied and complex issues and will be able to develop good working relationships within the group as well as with external people within the academia, industry and clinic. We expect you to work with minimal supervision, have great attention to detail and be able to prioritize competing demands effectively, particularly when senior academic staff are unavailable.  In this role, your focus is on helping the Professor of the daily work. You will contribute to prioritizing, structuring and helping with everything that results in a more efficient working day.

The tasks include, but are not limited to,

Organize and manage the Head of the Group’s complex diary (email managing, coordination of calendars, travel arrangements) Organize meetings (internal and external) and contribute to their follow-up (agenda, report, preparation of documentation, logistics, minutes, follow-up of actions) Organization related to external partners’ visits (incl. travel arrangements) Act as the point of contact amongst the team leaders, employees, and other internal and external partners. Manage incoming and outgoing correspondence. Provide support for administrative management (procurement, timesheets, legal documents, signatures etc.) Apply and continually improve procedures to facilitate effective, efficient and professional office management

Requirement and qualifications

To succeed in this role you need to be a structured and service-oriented quick thinker who can have many activities running simultaneously. You take initiative with an ability for independently structuring and driving processes and tasks forward. You easily familiarize yourself with and understand new assignments and you can present complex tasks in an easy-to-understand way. You find solutions and improvement measures and can also translate these into results. You are responsive, communicative and have good social skills with the ability to create good relationships in the work group as well as with clients and stakeholders in the business.

The position requires:

  • Secondary education diploma with administration experience
  • Minimum 5 years’ experience as an assistant or other relevant experience
  • Excellent Microsoft Office skills
  • Excellent organisational skills
  • Analytical ability and can summarize information and present it in a professional way
  • Proactive approach to problem-solving and openness to change
  • Excellent level of Swedish and English, both written and spoken.
  • Good interpersonal skills, ability to establish and maintain positive working relationships, demonstrated teamwork abilities

Additional Merits

  • Experience of administration within an academic environment
  • Experience of collaboration between different disciplines.
  • Experience of work within a university or clinical organization
  • Experience of practical work linked to clinical proteomics/precision medicine
  • Experience of practical work linked to innovation and entrepreneurship
  • Experience of advising and reviewing legal documents
  • Experience in teaching and presenting scientific data.
  • Knowledge of cancer research
  • Curios and eager for administrative questions/challenges

Since the position involves both independent work and close interaction with the professor, emphasis is placed on personal suitability.

What do we offer?

A creative and inspiring environment with wide-ranging expertise and interests. Karolinska Institutet is one of the world’s leading medical universities. Our vision is to pursue the development of knowledge about life and to promote a better health for all. At Karolinska Institutet, we conduct successful medical research and hold the largest range of medical education in Sweden. Karolinska Institutet is also a state university, which entitles you to several good benefits through our collective agreement. And you get to practice freely in our modern wellness facilities, where trained staff are on site.

Location: Science for Life Laboratory in Solna

Links: https://lehtiolab.github.io


Welcome to apply at the latest 2023-03-02.

The application is to be submitted through the Varbi recruitment system.In this recruitment, you will apply with your CV without a personal letter. Instead, you will answer some questions about why you are applying for the job in the application form. 

Permanent position is initiated by a six months trial period.

Last updated: 2023-02-17

Content Responsible: Hampus Persson(hampus.persson@scilifelab.uu.se)