Administrative Coordinator and Executive Assistant Wanted for a Large Export Webshop

Are you extremely structured and the one who always keeps track of appointments, details and deadlines? Do you thrive at tying up loose ends, exploring possibilities and getting tasks fully completed? And are you strong in Excel?

Then maybe you are the one we are looking for as an administrative coordinator and executive assistant at our office in Skive.

What can you expect?

At Rito you will get a broad role close to the management. You translate ideas, ambiguities and decisions into concrete actions and completed tasks. At the same time you help the rest of the administration with administrative ad hoc tasks.

One day you collect data for a supplier negotiation or investigate a personnel matter in dialogue with Danish Industry. The next you prepare a new employment contract, compare offers or help a colleague with a practical task.

You prepare proposals for approval and gradually take on more responsibility to make decisions within the agreed framework yourself. You keep the relevant people informed and know when something needs to be clarified.

Your duties will include

• Creating an overview of outstanding items, priorities and deadlines
• Collecting information, preparing decision proposals and coordinating the implementation of approved tasks
• Gathering data and documentation in preparation for negotiations
• Keeping track of agreements, termination notices, renewals and recurring tasks
• Preparing and improving spreadsheets, comparisons and overview sheets in Excel
• Drafting employment contracts as agreed and obtaining knowledge about personnel matters
• Engaging the right colleagues when a task requires their professional or technical knowledge
• Assisting the administration with standalone tasks, research and practical coordination
• In the longer term, transitioning to a role as a position more aligned with a personal assistant, where you help review the director's inbox and ensure that important cases are handled

You have experience with

• Independent administrative work and coordination of several parallel tasks
• Excel at a high level — you can build worksheets yourself, work with formulas, compare data and identify errors
• Understanding new topics and collecting knowledge to form a clear decision basis
• Professional written and spoken communication with colleagues and external partners

Experience with AI as a working tool is an advantage. The same goes for knowledge of finance, HR administration or e-commerce. Your educational background is less crucial than your ability to create structure and get things done.

Extreme structure is a requirement

We are looking for you who already works extremely structured. It is a fundamental prerequisite for the position, which you must bring with you from day one.

You have a consistent system to manage tasks, deadlines, goals, sub-goals and follow-up. You always know what the next step is, who is responsible, and when you need to follow up. Tasks awaiting responses from others remain in your overview until they are completed.

You will work closely with a director who is also very systematic and detail-oriented. He must be able to hand over a task to you and trust that you will keep track of progress without reminders. If a deadline is at risk, you respond in good time with an explanation and a concrete course of action.

If you often lose perspective, forget follow-up or need others to remind you of your deadlines, this position is not the right match.

In addition, we expect that you

• Take ownership and work independently within the agreed framework
• Can make complex cases manageable and clarify what needs to be decided
• Thrive with both larger investigations and small practical tasks
• Have high integrity and handle confidential information with great discretion

What do we offer?

At Rito you become part of an informal, yet professional, work environment with responsibility, development, humor and good camaraderie. You get a position with varied tasks, cross-functional collaboration across the company and the opportunity to influence your own workflows.

The position is 37 hours.

At Rito we look for employees who can see themselves in our 5 Core Values

• Ambitious and Passionate
• Can Do Attitude
• Team Player
• Structured and Proactive
• Loyal and Honest

We offer a pension scheme, holiday bonus days, a fruit scheme and social activities such as Friday bar, quizzes, padel and much more.

Does this sound like something for you?

Send us your application with the subject “Administrative Coordinator and Executive Assistant”. We look forward to hearing from you.

As part of your application you should provide a short, concrete description of how you work with:

• Tasks: How do you record and prioritize them, and how do you ensure that nothing is forgotten?
• Deadlines: How do you plan your time and respond if a deadline is at risk?
• Goals and sub-goals: How do you divide larger tasks and ensure ongoing progress?
• Follow-up: How do you keep track of what you are waiting for from colleagues or partners?

Base this on your actual work method, mention your tools, and give a concrete example. It is not sufficient to merely say that you are structured.

Also describe your level of Excel proficiency, and how you may use AI in your work.

Keep the application concise and to the point.