Administrative assistant to Finance

Do you want to ensure that plans, meetings, cases and deadlines hang together – and at the same time use your strong writing and organizational skills close to the management? As an administrative employee in Finance, you will be responsible for both stable operations and the ongoing development of our administrative workflows. You coordinate deliveries, create momentum and follow up so agreements are carried out on time.

In Finance we create overview and secure decision bases for the whole VIA. We work for cohesive and transparent financial processes without compromising quality and control. You will become an important link between management, colleagues in Finance and partners across VIA. Here you translate needs and agreements into clear plans, well-prepared meetings and usable written briefs.

Task

You will become the one who creates the administrative skeleton for Finance's core processes. Together with the department heads you translate Finance's annual cycle and VIA's institutional meeting calendar into a realistic plan for cases, deliveries and deadlines. You have an eye for dependencies, respond in time and ensure that management has the necessary material for meetings and decisions.

You work closely with the Chief Financial Officer's leadership partner and have a wide contact surface inside and outside Finance. The role combines secure daily operations and practical secretarial tasks with independent written support and, for example, ongoing improvement of workflows. You thereby get both fixed responsibilities of a operational nature and room to organize and develop the task solution yourself.

Your tasks

• plan and maintain annual cycle, meeting calendar, case plan and internal deadlines
• coordinate cases and deliveries for the executive and board meetings and follow up with those responsible
• plan and carry out the practical preparation of meetings, workshops and cross-cutting activities
• collect, structure and quality-assure material as well as prepare agendas, decision proposals, minutes and presentations
• develop and maintain templates, process descriptions, common overviews and information on the intranet
• coordinate onboarding and practical parts of the employment process
• provide other secretarial support to Finance leadership

Who are you?

You are systematic, proactive and good at building trusted relationships. You thrive in a role where you both solve concrete operational tasks and independently find a good path from need to action. You articulate confidently, take responsibility for progress and follow up until the task is completed. When several processes run simultaneously, you can prioritize, maintain an overview and respond in time.

You have a relevant higher education, e.g., in public administration, social sciences, communication, organization or economics. You have experience with management support, coordination or development in a complex organization and can translate diverse inputs into clear briefs, plans and workflows. You are comfortable planning meetings and activities, communicating to different audiences and collaborating across disciplines and organizational levels. You would preferably have experience with or an interest in using artificial intelligence to simplify administrative tasks and strengthen quality.

Employment terms

Employment is in accordance with the currently applicable collective agreement for academics in the state with classification as AC-fuldmægtig.

The position is by default 37 hours spread over five working days; the hourly amount can be agreed if you want part-time. Home working is possible to a limited extent.

Your main workplace is Campus Aarhus N, Hedeager 2, 8200 Aarhus N, but you should expect that there may be activities across Region Midtjylland.

We expect to start as soon as possible after agreement.

The application deadline is 18 November 2026.

We expect to conduct employment interviews in week 48.

If you would like to know more about the position, you are welcome to contact Chief Finance Officer Lars Schou at phone 87 55 11 23.

WE are VIA

VIA is one of Denmark's largest educational institutions with locations across Region Midtjylland. We educate and further educate, among others, teachers, nurses, engineers, designers and many more. We develop education in close collaboration with practice. We are a workplace with flexibility, freedom and good opportunities for development. If you are curious about what it's like to work at VIA, you can read some of our stories here .

In VIA we value competence and talent in all forms. We believe in the strength of diversity and welcome everyone, regardless of gender, age, ethnicity or background. We therefore encourage everyone to apply for the position and become part of an inclusive community.

Read more about VIA University College at http://www.via.dk/

Read information about the use of personal data in connection with recruitment at this link: https://via.career.emply.com/persondatapolitik