Executive Assistant and Office Manager (Temporary Maternity Leave Cover – 18 Months)

• Manage the Division President’s calendar, ensuring meetings, travel, and commitments are accurately scheduled and prioritized
• Coordinate complex international travel, including visa applications, flights, accommodations, and logistical arrangements
• Collaborate with internal and external stakeholders to coordinate and deliver structured meeting programs connected to travel
• Prepare and submit Travel & Expense (T&E) reports in compliance with finance policies
• Organize customer and internal meetings, including venue booking, catering, and guest speaker arrangements
• Support meetings, events, and ad hoc projects as required
• Manage onboarding logistics for new employees, including phone orders, parking access, introduction lunches, and administration of distribution lists and Teams channels
• Oversee business continuity, health, and safety protocols for the Stockholm office
• Ensure smooth daily office operations by managing relationships with mobile phone and printer suppliers and coordinating technical assistance
• Serve as the first point of contact for office- and policy-related inquiries
• Guide and support the receptionist in daily task prioritization, fostering a collaborative and well-functioning workplace

• High School education required
• Minimum 8 years’ experience in an Executive Assistant and/or Office Manager role
• Extensive experience in administrative support within a corporate environment, interacting with senior leaders and senior customers
• Proficient in Microsoft Office tools
• Fluent in Swedish and English
• Highly motivated, well-organized, and detail-oriented, with a strong customer and service mindset
• Proven experience supporting senior or executive-level leaders, including complex calendar and international travel management
• Calm, adaptable, and effective in fast-paced and changing environments
• Strong professional judgment, discretion, and business etiquette
• Ability to manage multiple priorities simultaneously and meet deadlines with confidence
• Strong problem-solving and decision-making skills
• Excellent communication and interpersonal skills
• Comfortable working independently while collaborating closely with a wide range of stakeholders

University degree is a plus