Job opportunity: Administrative Assistant (M/F)

Join the Embassy of Slovenia in Copenhagen

This is a varied and trusted role at the heart of the Embassy's daily operations. You will support its diplomatic, administrative, organisational and representational activities and help ensure that meetings, official visits, events, communications and internal processes are managed smoothly and professionally.

The position offers the opportunity to work in a dynamic international environment, engage with a wide range of Danish and Nordic stakeholders and contribute to strengthening Slovenia's relations with Denmark and the wider Nordic region.

Position at a glance

Position: Executive and Administrative Assistant
Employment: Full-time, 39 hours per week
Contract: Permanent local employment contract
Place of work: Embassy of the Republic of Slovenia, Amaliegade 6, 1256 Copenhagen
Expected starting date: October 2026
Application deadline: 30 August 2026 at 23:59 CEST

The role

As Executive and Administrative Assistant, you will provide professional administrative, organisational and practical support across the Embassy. You will work closely with the Ambassador and other members of the Embassy team and serve as an important point of contact for Danish authorities, diplomatic missions, international organisations, official visitors, external partners and the general public.

The position combines high-quality administrative work with coordination, hospitality, reception and practical office responsibilities. It requires sound judgement, discretion, flexibility and the ability to anticipate needs and manage changing priorities in a small and dynamic working environment.

Key responsibilities

Your responsibilities will include:

Calendar and schedule coordination

• Coordinating appointments, meetings, official engagements, invitations and daily schedules for the Embassy and its senior staff.
• Monitoring upcoming commitments, deadlines and priorities and ensuring appropriate preparation and follow-up.
• Coordinating internal and external meetings and helping to resolve scheduling conflicts.

Communication and stakeholder liaison

• Managing telephone calls, correspondence and general enquiries in a professional and service-oriented manner.
• Maintaining effective communication with Danish authorities, diplomatic missions, international organisations, businesses, cultural institutions and other external partners.
• Supporting the Embassy's communication with official visitors, members of the public and the Slovenian community.

Official correspondence and document preparation

• Drafting, reviewing, editing and formatting official correspondence, diplomatic notes, letters, emails, programmes, invitations and other documents.
• Ensuring that documents are accurate, professionally presented and prepared on time.
• Assisting with the preparation of meeting materials, agendas, background documents and presentations.

Meetings and administrative coordination

• Coordinating the practical arrangements for meetings, official engagements and internal activities.
• Preparing meeting rooms, documentation and other required materials.
• Recording and following up on agreed actions when required.
• Maintaining well-organised contact databases, administrative records, filing systems and archives.

Hospitality and reception duties

• Welcoming official visitors, guests and other stakeholders in a courteous and professional manner.
• Preparing meeting and reception areas before official engagements.
• Making and serving coffee, tea and other refreshments during meetings and visits.
• Arranging catering and coordinating other hospitality requirements.
• Ensuring that meetings, visits and official engagements take place in a professional, welcoming and well-organised setting.

Travel and logistics

• Organising official travel, transportation, accommodation and related logistical arrangements for Embassy staff and visiting delegations.
• Preparing travel programmes, itineraries and supporting documentation.
• Coordinating with hotels, transport providers, authorities and other relevant partners.

Events and official visits

• Supporting the planning and delivery of official visits, receptions, meetings, cultural events and other representational activities.
• Assisting with invitations, guest lists, registrations, venue preparation, catering, protocol arrangements and guest reception.
• Providing practical support before, during and after events, including occasional work outside normal office hours.
• Helping ensure that official activities are delivered smoothly and to a high professional standard.

Office and financial administration

• Supporting the effective day-to-day operation of the Embassy.
• Maintaining office supplies, equipment records, administrative systems and documentation.
• Assisting with invoices, expenditure records, budget documentation and routine financial processes.
• Liaising with suppliers and service providers when required.

General operational support

• Contributing actively to the work of a small and collaborative Embassy team.
• Undertaking other administrative, organisational, hospitality and practical duties according to the Embassy's operational needs.

Candidate profile

We are looking for a professional, discreet and service-minded colleague who takes ownership of their work and approaches responsibilities with care, initiative and flexibility.

The successful candidate will enjoy working in a small international team in which colleagues support one another and contribute across different areas of work. You should be equally comfortable drafting formal correspondence, coordinating a complex schedule, welcoming official guests and providing practical support during meetings and events.

You will be expected to work independently, communicate confidently with a wide range of stakeholders and maintain a consistently high standard of professionalism, accuracy and confidentiality.

Essential qualifications and experience

The successful candidate should have:

• A relevant university degree, professional qualification or comparable combination of education and relevant experience.
• Preferably at least two years of relevant professional experience in administration, executive assistance, office coordination, event organisation, hospitality or a comparable role.
• Full professional proficiency in both Danish and English, written and spoken.
• The ability to draft clear, accurate and professional correspondence in English and Danish.
• Excellent organisational, planning and time-management skills.
• The ability to prioritise multiple assignments, manage deadlines and adapt to changing circumstances.
• Strong digital skills and proficiency in Microsoft 365, particularly Outlook, Word, Excel, PowerPoint and Teams.
• Strong interpersonal and communication skills.
• A professional, courteous and service-oriented approach.
• Demonstrated discretion, reliability and personal integrity.
• A willingness to combine administrative responsibilities with hospitality and practical office duties.
• The legal right to work in Denmark by the agreed starting date.

Desirable qualifications and experience

The following would be considered an advantage:

• Experience working in an embassy, government institution, international organisation or another international environment.
• Knowledge of the Slovenian language is an advantage.
• Experience with diplomatic protocol, official visits or formal events.
• Experience in hospitality, reception duties or organising meetings and events.
• Experience with financial administration, records management or contact databases.
• Experience preparing content for websites or social media.
• Familiarity with Danish public institutions and the wider diplomatic or international community in Copenhagen.

Key competencies

The successful candidate will demonstrate:

• Organisation: A structured approach and the ability to keep track of multiple tasks, deadlines and stakeholders.
• Attention to detail: Consistently accurate and carefully prepared work.
• Initiative: The ability to anticipate needs, take ownership and identify practical solutions.
• Judgement: The ability to assess priorities and handle sensitive matters appropriately.
• Discretion: Responsible and confidential handling of information.
• Communication: Clear, professional and culturally aware communication.
• Collaboration: A positive and supportive approach to working as part of a small team.
• Adaptability: The ability to respond constructively to changing priorities and unexpected situations.
• Composure: The ability to remain effective and professional under pressure.
• Service orientation: A welcoming, practical and hands-on approach to supporting colleagues, visitors and official guests.

We recognise that strong candidates may bring different combinations of experience and expertise. Candidates who meet the essential requirements and believe they could succeed in the role are encouraged to apply.

Employment conditions

The Embassy offers:

• Full-time employment of 39 hours per week, including a 30-minute paid lunch break.
• A permanent local employment contract in accordance with applicable Danish employment legislation and the Embassy's employment framework.
• Five weeks of paid annual leave, with the possibility of up to five additional paid leave days, subject to the applicable employment conditions.
• An expected gross monthly salary of DKK 29,000-34,000.
• Placement within the salary range based on the selected candidate's qualifications, directly relevant experience, demonstrated competencies and professional achievements.
• A varied role with meaningful responsibilities in an international and multicultural working environment.
• The opportunity to contribute to the work of a diplomatic mission and cooperate with partners across Denmark and the Nordic region.

he position may occasionally require work outside normal office hours in connection with official visits, receptions or other Embassy events. Such work will be managed in accordance with the applicable employment conditions.

Application and recruitment process

Applications must be submitted through the online application link below:

APPLY HERE

Applicants must upload one combined PDF file containing the following documents:
1. A curriculum vitae of no more than two pages.
2. Proof of relevant education or professional qualifications.
3. Two professional letters of recommendation.

For ease of processing, applicants are encouraged to name the file using the following format: Surname_FirstName_Application.pdf

The complete application must be submitted through the application link no later than: 30 August 2026 at 23:59 CEST

Applications received after the deadline or submitted through another channel may not be considered.

Shortlisted candidates will be invited to an interview. The selection process may also include a short written, administrative or practical assessment relevant to the responsibilities of the position.

Only candidates selected for the next stage of the recruitment process will be contacted.

Any offer of employment will be subject to the selected candidate:

• providing a valid certificate of no criminal record; and
• successfully completing a background and security check conducted by the competent Slovenian authorities before appointment.

Any screening will be limited to what is necessary and relevant to the position and conducted in accordance with applicable data-protection requirements.