Are you our next Office Responsible and Executive Assistant for CEO?

Who are we?
NEC OncoImmunity AS is an AI-driven biotech company, focused on vaccine development for cancer immunotherapy and infectious diseases. We build and apply machine learning models and bioinformatics tools for precision immune targeting.

Our growing international team consists of a diverse mix of data scientists, bioinformaticians, software engineers, immunologists, and cancer researchers. As part of the AI for drug discovery division of NEC Corporation, we are dedicated to developing scalable software solutions that facilitate effective immunotherapy and optimal target identification.

Who are you?
The right person for the role has a burning commitment to people, is service oriented and likes speed and structure. As Office responsible, you will be a key person in our office landscape. It is therefore important that you are outgoing, positive and energetic, and like to create well-being both in and outside the office – a leader support, you will be supporting our CEO in practical day-to-day tasks related to smooth operations of our company.

You thrive in a role with varying tasks and work well both independently and across teams.  You are just as comfortable picking up small, quick tasks on the fly as you are staying motivated to see longer-term projects through to completion. You are structured and accurate with good planning and prioritization skills along with good communication and collaboration skills. Good English and Norwegian language skills are necessary. You have a high degree of integrity and ability to handle confidential information, including sensitive HR matters, with discretion and sound judgement. You are flexible, accurate and quality conscious.  

You naturally have good knowledge of M365 and Atlassian tool such as Confluence, Jira and Trello. We also believe it will be a great advantage to have previous experience from similar positions and preferably experience with recruitment work (from candidate search to selection).

What will you be doing:

Office responsibilities 60%

• Maintain a professional and tidy office area including meeting rooms.

• Responsibility of monitoring and keeping the office in a well-functioning state.

• Interfacing with suppliers e.g., ordering and being present for deliveries of orders and office services.

• Maintain contact with landlords re contracts, cleaning company, parking places, maintenance team, gardener etc.

• First contact for visitors.

• Handling post and courier shipment.

• Booking of meeting rooms outside office and food/drinks.

• Other ad hoc tasks for office.

Executive Assistant 20%: 

• Organize and coordinate agreements, meetings and events.

• Travel and accommodation bookings – deliver travel expenses in Tripletex.

• Prepare slides for Executive Committee meetings (collect from multiple people and beautify where needed).

• Creation of various confluence pages for meeting agenda, taking notes, writing communication newsletters to employees.

• STC officer - responsible for trade control compliance, classifying goods/technology against control lists to see if an export license is needed, screening customers and end-users against denied-party and sanctions lists and acting as the point of contact with export control authorities if a license application or audit is needed. 

Admin support recruitment 10%:

• Assist the team from seek to selections with planning interviews, communications with candidates etc.

• Knowledge of Trello is an advantage but not critical.

• Create job ads on LinkedIn and FINN.no

HR related tasks 10%:

• Some onboarding tasks for new employees.

• Arrange and responsible for social events like summer party, Christmas dinner, monthly achievement celebrations.

What we offer:

• A role with real, visible impact on our employees' everyday work life.

• An exciting working environment at the forefront of AI applied in cancer immunotherapy and infectious disease research.

• Competitive salary based on your level of experience. 

• Work in an international environment.

• Social and team-building activities

• Additional vacation during the days between Christmas and New Year's Eve

• Competitive pension scheme (7% of salary)

• Complimentary treatment insurance

• Bonus scheme based on performance evaluation

• Flexible working hours, with some possibilities for home office. 

Apply as soon as possible, and no later than October 26., we look forward to hearing from you!