Management Assistant at the Danish Diabetes and Endocrine Academy (DDEA)

Are you an organized and proactive professional with long experience in management support, project management, and personnel administration? Do you thrive in a dynamic environment and excel in communication - especially in English? If so, you might be the right candidate for the role of Management Assistant at the Danish Diabetes and Endocrine Academy (DDEA).

DDEA is seeking a Management Assistant to support our Managing Director in the day-to-day management of DDEA’s operations and in the practical implementation of the DDEA’s strategy and activities. In particular, you will also act as the project manager of our grant activities.

You will be part of a dedicated seven-member project secretariat based at Odense University Hospital where we organize education and networking activities and allocate grants to early-career researchers (read more below).

Key Responsibilities
Your primary tasks will be:

• Project Management and Administration of Grant Activities: Manage, plan and coordinate grant-related activities, including calls for applications, peer review processes, grant allocations, communication with applicants and grant recipients, coordinate the organization of selected education and networking activities that involve DDEA grants and grant recipients.
• Board and Committee Support: Act as secretary for the Board of Directors, Advisory Board, and ad hoc committees, including organizing meetings, preparing materials, writing minutes, and following up on actions.
• HR and Personnel Administration: Oversee HR and personnel administration for DDEA Secretariat staff, liaise with Odense University Hospital’s HR department, assist with recruitment, contracts, onboarding, absence tracking, and compliance with personnel policies.
• Administrative Process Management: Ensure efficient administrative processes of the DDEA Secretariat and compliance with Odense University Hospital’s regulations and DDEA’s grant agreement with the Novo Nordisk Foundation (NNF).
• Reporting: Manage reporting to NNF through the online reporting tool Researchfish, including administration, data collection and entry, and annual report submissions.
• Support to Managing Director: Assist with self-evaluation processes and reporting, proofreading, and ad hoc administrative tasks.

Your Qualifications and Skills
We are looking for a Management Assistant with the following qualifications and skills:

• Educational Background: A university degree.
• Management Support and Administrative Expertise: Strong administrative and organizational skills with proven and long experience in management support and providing managerial assistance, e.g. as a Management or Executive Assistant, PA, or the like. Experience in HR/personnel administration is an advantage.
• Project and Process Management: Proven experience in coordinating and managing projects and ensuring efficient workflows. Experience in grant management/administration is an advantage.
• Communication and Language Skills: Excellent written and spoken communication skills, in particular in English.

Further, we expect that you possess the following personal skills:

• Organized and structured in your work with the ability to handle multiple tasks with precision, professionalism, an eye for detail and quality.
• Proactive mindset and capable of working independently, taking initiative, and following through on responsibilities.

We offer you

• A dynamic work environment with great flexibility, varied and exciting tasks, and the opportunity to gain insight into grant management and administration.
• A central role in the DDEA Secretariat, a development-oriented organization where we focus on professionalism, quality and results, and prioritize service and integrity, and where you will have responsibility and influence through close collaborations with the Managing Director.
• Opportunities to engage with researchers, universities, hospitals, and the life-science industry in Denmark and internationally.

Employment Details
You will be employed at Odense University Hospital, Denmark, with reference to DDEA’s Managing Director.

The position is limited from 1 April 2025 to 31 October 2027.

The weekly working hours are 30 hours.

Your salary will be according to the current regional collective agreement, with the possibility of individual negotiation based on qualifications.

Application and Further Information

• Application Deadline: 10 February 2025
• Interviews: Week 8 (February)

For further information, please contact Managing Director Tore Christiansen at or +45 2964 6764.

We prefer that you write your application in English as we use English for communicating both internally and externally, but you may also submit an application in Danish.

We look forward to receiving your application!

About DDEA
The Danish Diabetes and Endocrine Academy (DDEA) is a national initiative focused on research and researcher education in diabetes and classical endocrinology. We bring together early-career and senior researchers from universities, hospitals, and the life-science industry across sectors, research disciplines and borders. Our goal is to provide early-career researchers with the best opportunities to develop and pursue careers in the field. You can learn more about DDEA at: https://www.danishdiabetesacademy.dk/about/DDEA.

Afdeling: Danish Diabetes and Endocrine Academy

Stillingsbetegnelse: Administrativ medarbejder

Arbejdstid: 30 timer

Arbejdssted: Odense

Ansøgningsfrist: 10-02-2025