Job Title: 

Freelance Administrative Secretary 

Organisation: 

Building Diversity 

Location: A hot desk at Bloxhub in central Copenhagen, Denmark. The office is accessible and has accessible restrooms.

Type: 15 hours per week for the duration of 6 months – it can be 2 to 3 flexible days. Possibility of extension after the 6 months will be discussed after the first 3 months.

About Building Diversity:

Building Diversity is a dynamic and growing non-profit organisation based in Copenhagen, dedicated to promoting diversity, equity, and inclusivity in the built environment. We believe that a diverse world is a stronger, more innovative, and just one. Our team is volunteer-run and passionate, collaborative, and driven by a shared mission to foster meaningful change. We are looking for a dedicated individual to join us and provide the much-needed administrative support that gives our members a strong foundation and empowers their work.

Position overview:

We are seeking a highly organised and proactive freelance Administrative Secretary to act as the operational backbone of our organisation. This role will be essential to the organisation’s daily activities, ensuring that everything runs smoothly and efficiently. The candidate is good at logistics, an inclusive and empathetic communicator, and is passionate about supporting the mission of a non-profit like ours. You will be responsible for a wide range of administrative, financial, and fundraising support tasks that will enable our members to focus on our core goals and mission. 

Building Diversity is an equal-opportunity employer. We celebrate diversity in all its forms and are committed to creating an inclusive environment in our community. We strongly encourage candidates from all cultural backgrounds, and people with different disabilities, to apply.

Key Responsibilities:

Administrative operations:

• Serve as a primary point of contact, professionally managing the organisation’s main email inbox and phone line.
• Coordinate the end-to-end onboarding process for new members to ensure a welcoming and inclusive experience. This process will also include suggesting which department a new member can join. 
• Maintain and update an internal overview of team roles, responsibilities (“who does what”) and the ongoing yearly projects, to bring clarity and transparency to the members.
• Manage all logistical aspects of meetings, including booking rooms, scheduling, setting up technology, and arranging catering as needed.

Financial support:

• Manage the invoicing process, including generating, sending, and tracking invoices for grants and services.
• Assist with foundational bookkeeping tasks, such as processing expense reports and preparing financial documents for review in dialogue with the treasurer from the board.
• Maintain the comprehensive database of funding opportunities developed by our volunteers, including deadlines, criteria, and contact information.
• Track all funding-related communications and applications (notification of funding and funding deadlines), ensuring that there is an overview of which team member is responsible for each fund and its current status.

The Administrative Secretary will report to a member of the Board.

Qualifications & skills:

Required:

• Minimum of 1-2 years of experience in an administrative role.
• Based in Copenhagen or the region of Copenhagen. 
• Organisational skills with the ability to manage multiple tasks and deadlines simultaneously.
• Familiarity with bookkeeping principles and software (e.g. e‑conomic accounting platform). 
• Strong written and verbal communication skills in English (Danish not required)
• Proficiency in office software, including Microsoft Office Suite (Word, Excel, Outlook) and/or Google Workspace.
• A keen attention to detail and accuracy in all work.
• Ability to handle confidential and sensitive information with the utmost discretion.
• A Danish residence permit allowing you to work in Denmark.
• A genuine passion for the mission of Building Diversity.

Preferred:

• Previous experience working in a non-profit or NGO environment.
• Experience with database management.

What we offer:

• The opportunity to make a tangible impact on a critical social mission.
• A hot desk at Bloxhub in central Copenhagen, Denmark. The office is accessible and has accessible restrooms.
• A flexible work schedule that supports work-life balance.
• A supportive, collaborative, and mission-driven team culture.
• Professional development opportunities.

*The salary will be discussed during the interview.

Our recruitment approach:

We are working for greater inclusion, accessibility and diversity, and we reflect these values in how we hire. For this role:

• All applications received by the deadline will be reviewed using a scoring rubric based on the “Key Responsibilities” section of this posting.
• Shortlisted candidates will be invited to a structured interview with a diverse panel and will all be asked the same core questions.
• We offer interviews online or in‑person and can adjust format, timing and materials to meet access needs.
• We share the overall timeline with shortlisted candidates and will inform all applicants of the outcome.

How to apply:

Please submit your CV (max. 2 x A4 pages) along with a brief cover letter (max. 2 x A4 pages) to contact@buildingdiversity.dk. Please state “Application – Administrative Secretary” in the email headline. 

Application deadline: 8 May 2026.

Interviews will be conducted between 11 and 22 May 2026.

The anticipated start date is 1 June 2026.