Executive Assistant and Office Manager to a company in Solna

The Place är ett rekryteringsföretag och en Worklife Partner, en plats för våra kunder och kandidater att växa på för att stärka sin affär och karriär. Vi är verksamma inom kompetensområdena Ekonomi, Administration, HR, Logistik, IT och Kommunikation och brinner för att matcha rätt kompetens med rätt företag och att skapa ett positivt arbetsliv för såväl kunder som medarbetare.

Are you looking to work for one of the world´s largest Consumer Health companies? Do you want to join a winning team and be a part of a new exciting Nordic organization? Are you both great at comprehensive administrative support as well as passionate about driving projects and ensuring that things get done? This role is all about that!

We are looking for a proactive, highly organized, go-getter Executive Assistant and Office Manager for the New Consumer Health Company based in Solna, Stockholm. You will report directly to the Head of Nordics.

About the position

The Executive Assistant and Office Manager acts as administrative liaison with internal and external stakeholders supporting the Head of Nordic and the Nordic Leadership Team. As the Executive Assistant and Office Manager you will primarily support the Head of Nordic with all types of administrative and office related tasks.

You are expected to think one step ahead of everyone else with regards to trips, meetings, and general deliverables/ deadlines. You will also impact the wellbeing of all colleagues in the office by creating a great workplace, fostering a positive and collaborative team culture.

You will also plan, coordinate and participate in various leadership meetings, and will be expected to prepare material, keep track of decisions and follow-ups. Responsibilities include, but are not limited to:

• Perform administrative duties to support the Head of Nordic in day-to-day operations. This could include, but not limited to; calendar management, scheduling meetings; managing travel arrangements, expense reporting, and prioritizing the most sensitive matters.
• Distribute meeting materials, screening emails, electronically filing documents, ordering supplies, and maintaining department records, and other duties as assigned.
• Prepare correspondence, email, reports, presentations or other assigned documentation.
• Plan and attend leadership meetings, town halls, offsite broader team meetings and record, transcribe and summarize discussion topics for reports and memos.
• Proofread documents and ensure accurate / consistent data prior to distribution.
• Schedule, plan and assist in the coordination of events, quarterly Nordic new hire onboardings, meetings and/or special projects.
• Office management, acting as a project manager for various office related projects and tasks.
• Collaborating on various projects and solving ad-hock tasks.
• Own the task of administrating all contracts in the ICD system/tool.

About you and your experience

• Demonstrated professionalism and discretion.
• Experience in working with highly confidential information.
• Extensive project coordination and administrative experience in a corporate environment interfacing with c-suite executive level management, senior customers, and board.
• Proficiency in Outlook and competency across the Microsoft Office suite including Word, Excel, PowerPoint, Teams
• Experience with expense management platforms
• Strong communication skills (written and verbal) in both English and Swedish

You are

• Highly organized, detail-oriented, and results-oriented
• Proactive and solution-oriented mindset – thinking one step ahead
• Go-get mentality with a personal drive to getting things done
• Creative mindset - finding new ways, if initial approach did not work
• Extremely collaborative and fostering a positive spirit
• Able to work well under tight deadlines, anticipate needs and prioritize work
• Able to work independently with limited supervision

About the assignment

• This is a full time consultant assignment 40h/w where you will be hired by us at The Place.
• As soon as possible . Duration 8 months.
• Location Solna

The Place – Where happy work happens

Låter detta intressant och du fortfarande vill söka jobbet? Bra – du som lyckas knipa platsen blir dessutom en del av The Place! Som medarbetare hos The Place erbjuds du kompetensnätverk, mentorskap och trygga villkor. I The Place har du en Worklife Partner som är intresserad av att följa och utveckla ditt arbetsliv över tid.