Communications and Administrative Coordinator

Job Summary

For the head office of our ice cream business, in Aarhus Denmark, we are recruiting for a Communications and Administrative Coordinator to mainly support our management team’s communication requirements, administrative tasks as well as minor projects. The position reports to the Managing Director, Tetra Pak Business Stream Ice Cream. 

Tetra Pak Ice Cream Solutions is the world’s leading supplier to the industrial ice cream manufacturing industry. We design, manufacture and supply equipment for the entire process of ice cream production from our global manufacturing sites. Our offering covers our customers end-to-end needs with equipment, production lines, services, and ingredients. 

This position requires a maximum of 20 traveling days annually. 

What you will do

Ensure productivity in the office/Administration:

• Provide guidance and expertise on utilizing Microsoft Office programs (mainly PowerPoint, Word, and Outlook) more effectively within the organization 
• Serves as a guide to structuring the documents in folders, communities, restrictions, etc. 
• Manage the updating and deployment of templates across various platforms such as PowerPoint, Word, and Outlook. 
• Maintain the Distribution Lists in Outlook for effective communication 
• Assist the Director of Business Stream Ice Cream with various tasks 
• Organize and attend management meetings and assist by documenting key points and action items 
• We are seeking a Communications and Administrative Coordinator who can drive customer experience during visits to Aarhus. The administrative part mainly includes ensuring amenities like guiding them on-site and providing them with the best service we can, checking network access, secure meeting rooms are updated/ready to prepare presentations, etc.

Communication 

• Drive our Viva Engage platform optimization and innovation initiatives  
• Prepare inspiring company presentations for our customers, stay updated on the latest industry trends, technologies, and best practices related to technical communication and administrative support 
• Update our SharePoint page and company portal with up-to-date information 
• Refresh sales materials to drive results 
• Foster close collaboration with the External/Internal Communication team in Lund  
• Review and adjust presentations for flawless spelling and grammar 
• Manage external press relations to maintain a positive company image 
• Upgrade the aesthetics of information screens and customer-facing areas to enhance our brand's appeal 
• Facilitate partnership and connection among organizational units  

We believe you have

• Fluency in English, with excellent spoken and written skills (Danish proficiency at a native level is advantageous) 
• Bachelor's degree in Media and Communication, Technical Communication, Professional Writing, English, Journalism, or a related field would be highly relevant and beneficial 
• The candidate must be available to work at our Aarhus office for at least three days each week. This role does not allow for remote work because it requires on-site presence.
• Excellent capabilities working in Microsoft PowerPoint 
• A proactive and dynamic personality, the readiness to take initiative 
• Building strong relationships comes naturally to you, can inspire trust and confidence among stakeholders 
• Strong communication skills and can effectively express ideas verbally and in writing  
• A drive to interact with diverse individuals in a friendly and professional manner 
• The willingness to thrive in a dynamic work environment, adept at and enjoy juggling multiple tasks simultaneously 
• Proficiency in Microsoft Office and Publisher, with a talent for creating polished and professional documents