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Rensa sökfilterExecutive Assistant with a focus on AI-enabled operations at GaPP
We offer you A diverse and influential role in a dynamic, international, and academically driven environment. As Executive Assistant, you will work closely with the Director of the House of Governance and Public Policy (GaPP) and play a central role in ensuring that their time, attention, communications, and professional relationships are managed proactively and effectively. The position combines the trusted responsibilities of an experienced Executive Assistant with the opportunity to develop smarter ways of working through artificial intelligence and automation. You will help create structure in a complex, high-volume environment, improve workflows, and ensure that the Director is well prepared for meetings, decisions, travel, and stakeholder engagements. This is a role with significant scope for initiative, responsibility, and professional development. You will be trusted to exercise sound judgement, handle sensitive information, and act as a reliable operational partner. The role As Executive Assistant, you will manage a broad ecosystem of calendars, contacts, communications, meetings, travel, and follow-up activities. You will work with multiple internal and external stakeholder groups, often across different time zones. You will collaborate closely with your colleagues at GaPP as well as team members of other units at professional services, such as External relations. A central part of the role will be to protect the Director’s time and ensure that priorities are reflected in the calendar and daily agenda. You will also help introduce and maintain approved AI-supported workflows for tasks such as email triage, meeting documentation, research, drafting, reminders, and contact management. You will maintain human oversight of all AI-assisted processes and ensure that outputs meet the required standards for accuracy, confidentiality, tone, and professional judgement. Your tasks will include, but are not limited to: Managing a complex calendar across multiple priorities, stakeholders, and time zones. As well as resolving scheduling conflicts and protecting time for preparation. Preparing daily and weekly briefing materials, agendas, pre-reads, and priority lists. Ensuring that the executive is fully prepared for meetings, events, travel, and other commitments. Maintaining accurate and well-structured records of contacts, organizations, interaction history, and follow-up activities. Supporting stakeholder mapping and network analysis for strategic initiatives and decisions. Following up on decisions and actions to ensure that agreed deadlines are met. Organizing dinners, conferences, internal offsites, and other events. Coordinating domestic and international travel, including itineraries, visas, expenses, and contingency plans. Identifying and testing approved AI tools for scheduling, email management, summarization, drafting and administration. Build and maintain prompt libraries and workflow automations. Using AI-supported tools to produce meeting notes, extract actions, create reminders, and maintain data quality. Ensuring that personal data and confidential information are handled in accordance with applicable organizational, privacy, and information-security policies. Your profile We are looking for an experienced and highly organized Executive Assistant who combines excellent judgement and interpersonal skills with a strong interest in technology and new ways of working. You are proactive and attentive, with the ability to anticipate needs and create structure in an environment involving many stakeholders and competing priorities. You are comfortable making day-to-day decisions within agreed boundaries and know when an issue needs to be escalated. You work accurately and maintain a high level of discretion, even when dealing with sensitive information or rapidly changing circumstances. You are service-minded and collaborative while also being confident in protecting priorities and communicating on behalf of a senior executive. To succeed in the role, you should be curious about how AI can improve executive operations. You understand that AI tools require careful human oversight and use them thoughtfully, with attention to privacy, accuracy, security, and professional context. You are calm under pressure, solution-oriented, and comfortable moving between long-term planning and practical, hands-on tasks. Qualifications An academic degree or equivalent professional experience. Several years of relevant experience as an Executive Assistant, preferably supporting C-suite executives or other senior leaders. Proven experience managing complex calendars and stakeholder relationships. Experience coordinating meetings, events, projects, and domestic and international travel. Demonstrated experience using AI tools for productivity, automation, drafting, research, or information management. Experience working with CRM systems, calendar platforms, project-management tools, and digital collaboration environments. Written and spoken English and Swedish. Meritorious Experience working in higher education or another academically driven environment. International or cross-cultural working experience. Other This is a full-time, permanent position with an initial six-month probationary period. The position is based in Stockholm. Start date is according to agreement. We encourage you to apply promptly as we are actively reviewing applications on an ongoing basis. We look forward to receiving your application.
Multilingual Customer Service & Office Administrator
Multilingual Customer Service & Office Administrator Smart Val Redovisning Sverige AB is looking for a reliable, organised and service-oriented Customer Service & Office Administrator to join our growing accounting firm in Sweden. In this role, you will support our daily office operations and maintain regular contact with clients. A significant part of our client base speaks Urdu and Punjabi, so fluency in English and Urdu and is essential. Knowledge of Swedish is considered an advantage. Key Responsibilities Communicate with clients by phone, email and digital channels Receive, organise and follow up client documents Follow up missing information and documentation Assist with invoicing and general administrative tasks Schedule and coordinate client meetings Maintain accurate records and filing systems Respond to general client enquiries Provide administrative support to the accounting team Requirements Bachelor's degree or equivalent qualification Previous experience in administration, customer service or a similar role Fluent in Urdu, Punjabi and English Swedish language skills are an advantage Good computer and office software skills Strong organisational and communication skills Ability to work independently and manage several tasks at the same time Professional, responsible and customer-focused approach We Offer Full-time employment in a growing Swedish accounting firm A varied role combining customer service and administration A professional and supportive working environment Opportunity to work with an international client base Long-term opportunities for professional development Employment: Full-time Employer: Smart Val Redovisning Sverige AB Workplace: Lidköping, Sweden Start date: By agreement Applications are welcome from qualified candidates both within and outside the EU/EEA. How to Apply Please submit your CV together with a short cover letter describing your education, relevant work experience and language skills.
Switchboard/Workplace support Coordinator
Stockholm, Sweden Switchboard/Workplace Support Coordinator Role summary As a Switchboard/Workplace Support Coordinator, you will play a key role in delivering workplace services and support to employees, visitors, and stakeholders. Acting as a primary point of contact, you will manage a wide range of workplace-related services including customer service, switchboard operations, issue management, administrative support, and workplace systems. The role requires a proactive and service-oriented mindset, ensuring that inquiries, requests, and incidents are handled efficiently and professionally. You will collaborate with internal and external stakeholders to enhance the workplace experience and support continuous service improvement. As the workplace organization evolves, the role may also include responsibilities related to access management and identification services. Responsibilities Customer Service & Workplace Support Respond to requests and inquiries via phone, email, and other communication channels. Deliver outstanding customer service to employees, visitors, and stakeholders. Investigate, coordinate, and resolve workplace-related issues, incidents, and service requests. Collaborate with internal teams, service partners, and vendors to ensure timely resolution of inquiries and incidents. Support workplace services including goods handling, mail-related inquiries, remote reception services, workplace projects, and operational initiatives. Maintain accurate records and documentation related to workplace services. Perform other duties as assigned. Switchboard Operations Answer incoming calls and direct callers to the appropriate departments or personnel. Manage multiple communication channels professionally and efficiently. Provide information to callers and take messages when required. Support emergency communication procedures when required. Systems & Administration Act as a superuser for workplace systems and support users when required. Coordinate and dispatch incoming fault reports to the appropriate teams. Perform administrative duties including data entry, filing, correspondence, invoice scanning, and archiving. Prepare reports, statistics, and documentation to support operational performance. Future Scope Support access management and identification services, including administration of employee and visitor access solutions. Coordinate processes related to workplace access and security requirement Qualifications, Education and Experience Passion for delivering outstanding customer experience with a high level of professionalism and integrity. Very good knowledge of Swedish and English, both written and spoken. High school diploma or equivalent. Experience from customer service, reception, switchboard, administration, or workplace support is an advantage. Good digital skills and ability to work effectively across multiple systems and tools. Communication Skills Excellent verbal and written communication skills. Ability to communicate professionally with stakeholders at all levels. Strong listening, interpersonal, and customer service skills. Positive, professional, and solution-oriented approach. Reasoning Ability Strong problem-solving and decision-making skills. Ability to manage multiple priorities in a fast-paced environment. High level of accuracy, attention to detail, and organization. Ability to assess situations and take appropriate action. Health, Safety & Environment Responsible for personal safety and the safety of others affected by your work. This includes: Completing all required QHSE training. Following company policies, procedures, and HSE requirements. Participating in QHSE activities as required. Reporting hazards, unsafe conditions, incidents, and near misses. Following safe work practices relevant to the work environment. Working hours and location This position is based at the client's premises in Kista. This role requires onsite presence Monday to Friday, 08:00 to 17:00, or 7.30-16.30 depending on business needs. Occasional travel to other locations may be required.
Switchboard/Workplace support Coordinator ( Vikariat )
Stockholm, Sweden Switchboard/Workplace Support Coordinator Role summary As a Switchboard/Workplace Support Coordinator, you will play a key role in delivering workplace services and support to employees, visitors, and stakeholders. Acting as a primary point of contact, you will manage a wide range of workplace-related services including customer service, switchboard operations, issue management, administrative support, and workplace systems. The role requires a proactive and service-oriented mindset, ensuring that inquiries, requests, and incidents are handled efficiently and professionally. You will collaborate with internal and external stakeholders to enhance the workplace experience and support continuous service improvement. As the workplace organization evolves, the role may also include responsibilities related to access management and identification services. Responsibilities Customer Service & Workplace Support Respond to requests and inquiries via phone, email, and other communication channels. Deliver outstanding customer service to employees, visitors, and stakeholders. Investigate, coordinate, and resolve workplace-related issues, incidents, and service requests. Collaborate with internal teams, service partners, and vendors to ensure timely resolution of inquiries and incidents. Support workplace services including goods handling, mail-related inquiries, remote reception services, workplace projects, and operational initiatives. Maintain accurate records and documentation related to workplace services. Perform other duties as assigned. Switchboard Operations Answer incoming calls and direct callers to the appropriate departments or personnel. Manage multiple communication channels professionally and efficiently. Provide information to callers and take messages when required. Support emergency communication procedures when required. Systems & Administration Act as a superuser for workplace systems and support users when required. Coordinate and dispatch incoming fault reports to the appropriate teams. Perform administrative duties including data entry, filing, correspondence, invoice scanning, and archiving. Prepare reports, statistics, and documentation to support operational performance. Future Scope Support access management and identification services, including administration of employee and visitor access solutions. Coordinate processes related to workplace access and security requirement Qualifications, Education and Experience Passion for delivering outstanding customer experience with a high level of professionalism and integrity. Very good knowledge of Swedish and English, both written and spoken. High school diploma or equivalent. Experience from customer service, reception, switchboard, administration, or workplace support is an advantage. Good digital skills and ability to work effectively across multiple systems and tools. Communication Skills Excellent verbal and written communication skills. Ability to communicate professionally with stakeholders at all levels. Strong listening, interpersonal, and customer service skills. Positive, professional, and solution-oriented approach. Reasoning Ability Strong problem-solving and decision-making skills. Ability to manage multiple priorities in a fast-paced environment. High level of accuracy, attention to detail, and organization. Ability to assess situations and take appropriate action. Health, Safety & Environment Responsible for personal safety and the safety of others affected by your work. This includes: Completing all required QHSE training. Following company policies, procedures, and HSE requirements. Participating in QHSE activities as required. Reporting hazards, unsafe conditions, incidents, and near misses. Following safe work practices relevant to the work environment. Working hours and location This position is based at the client's premises in Kista. This role requires onsite presence Monday to Friday, 08:00 to 17:00, or 7.30-16.30 depending on business needs. Occasional travel to other locations may be required.
Switchboard/Workplace support Coordinator Fixed position
Stockholm, Sweden Switchboard/Workplace Support Coordinator Role summary As a Switchboard/Workplace Support Coordinator, you will play a key role in delivering workplace services and support to employees, visitors, and stakeholders. Acting as a primary point of contact, you will manage a wide range of workplace-related services including customer service, switchboard operations, issue management, administrative support, and workplace systems. The role requires a proactive and service-oriented mindset, ensuring that inquiries, requests, and incidents are handled efficiently and professionally. You will collaborate with internal and external stakeholders to enhance the workplace experience and support continuous service improvement. As the workplace organization evolves, the role may also include responsibilities related to access management and identification services. Responsibilities Customer Service & Workplace Support Respond to requests and inquiries via phone, email, and other communication channels. Deliver outstanding customer service to employees, visitors, and stakeholders. Investigate, coordinate, and resolve workplace-related issues, incidents, and service requests. Collaborate with internal teams, service partners, and vendors to ensure timely resolution of inquiries and incidents. Support workplace services including goods handling, mail-related inquiries, remote reception services, workplace projects, and operational initiatives. Maintain accurate records and documentation related to workplace services. Perform other duties as assigned. Switchboard Operations Answer incoming calls and direct callers to the appropriate departments or personnel. Manage multiple communication channels professionally and efficiently. Provide information to callers and take messages when required. Support emergency communication procedures when required. Systems & Administration Act as a superuser for workplace systems and support users when required. Coordinate and dispatch incoming fault reports to the appropriate teams. Perform administrative duties including data entry, filing, correspondence, invoice scanning, and archiving. Prepare reports, statistics, and documentation to support operational performance. Future Scope Support access management and identification services, including administration of employee and visitor access solutions. Coordinate processes related to workplace access and security requirement Qualifications, Education and Experience Passion for delivering outstanding customer experience with a high level of professionalism and integrity. Very good knowledge of Swedish and English, both written and spoken. High school diploma or equivalent. Experience from customer service, reception, switchboard, administration, or workplace support is an advantage. Good digital skills and ability to work effectively across multiple systems and tools. Communication Skills Excellent verbal and written communication skills. Ability to communicate professionally with stakeholders at all levels. Strong listening, interpersonal, and customer service skills. Positive, professional, and solution-oriented approach. Reasoning Ability Strong problem-solving and decision-making skills. Ability to manage multiple priorities in a fast-paced environment. High level of accuracy, attention to detail, and organization. Ability to assess situations and take appropriate action. Health, Safety & Environment Responsible for personal safety and the safety of others affected by your work. This includes: Completing all required QHSE training. Following company policies, procedures, and HSE requirements. Participating in QHSE activities as required. Reporting hazards, unsafe conditions, incidents, and near misses. Following safe work practices relevant to the work environment. Working hours and location This position is based at the client's premises in Kista. This role requires onsite presence Monday to Friday, 08:00 to 17:00, or 7.30-16.30 depending on business needs. Occasional travel to other locations may be required.
Document Controller
** CV's to be sent in English ** Winthrop Technologies is a dedicated data centre delivery partner providing turnkey solutions to our clients, headquartered in Dublin and delivering throughout Europe. Winthrop specialises in providing turnkey data centre solutions, providing services from design, through to construction across the full range of civil, structural, architectural, mechanical and electrical services as well as commissioning. Winthrop has grown to become the leading and most trusted company in our sector and is the only dedicated Data Centre delivery partner in Europe. We are currently constructing multiple turnkey data centre projects in 7 different European countries, equating to over 430 MW of IT load in flight. We are pleased to announce that we are currently seeking a talented and experienced Document Controller to join our team. Reports to: Responsibilities: · Ensure that all documentation complies with our standard Integrated Management System documentation · Ensure that project documentation is notified/received by the relevant people involved in the project · Manage the project documentation to ensure that all parties have access to the required documents as required, including drawings, schedules, specifications, contract letters, submittals, RFIs and reports · Populate document register, request for information register, action log, issue log and other project control tools as appropriate. · Analyse, interpret and summarise the status of various registers and logs. · Generate and issue periodic status/overdue reports related to project documents, project actions, issues and other project related information. · Ensure appropriate issuance and storage of documents in accordance with the project document control procedure. · Interface with external document suppliers, i.e. external Consultants and Contractors and ensure their compliance with project document control procedure as set by the Client. · Support the implementation of project Quality Assurance, Quality Control and Health and Safety process, procedures and activities by participating in internal and externals audits. Skills, qualification & experience: · Minimum of two years’ experience in a similar site-based role · High level of verbal and written English is essential · Excellent organisation and interpersonal skills · High level of IT skills, particularly in Microsoft Office Suite · Experience of knowledge sharing applications is advantageous Winthrop Technologies Ltd are an equal opportunities employer.
Transport Operations coordinator-Stockholm
Transport Operations Coordinator - Stockholm ShazaibGroup AB Transport and Delivery Services | Municipality: Stockholm Extent: Full-time Duration: Until further notice Employment type: Permanent employment (incl. possible probationary period) About the job Job Description ShazaibGroup AB is looking for a motivated, responsible, and well-organized Transport Operations Coordinator to support our daily transport and delivery operations in Stockholm. ABOUT THIS ROLE As a Transport Operations Coordinator, you will be responsible for planning, coordinating, and monitoring daily operational activities. You will help ensure that assignments are properly scheduled, information is communicated effectively, and daily operations run smoothly and efficiently. This is a coordination and administrative position. No driving duties are included in this role. The position requires strong organizational skills, good communication, and the ability to manage several tasks at the same time. ROLES & RESPONSIBILITIES • Coordinate and monitor daily transport and delivery operations. • Plan schedules, assignments, and operational activities. • Monitor ongoing assignments and follow up on their completion. • Handle operational changes, delays, and scheduling issues. • Maintain professional communication with customers and team members. • Keep operational records and documentation accurate and up to date. • Assist with workforce planning and scheduling. • Support management with daily administration and operational reports. • Help improve operational efficiency and service quality. • Ensure company procedures and operational requirements are followed. WE ARE LOOKING FOR YOU WHO • Has experience in coordination, logistics, transport, delivery services, administration, customer service, or a similar field. • Is organized, responsible, and able to work independently. • Has strong communication, planning, and problem-solving skills. • Can manage multiple tasks and changing priorities in a fast-paced environment. • Is comfortable using computers and standard office software, including Microsoft Word and Excel. • Has good English communication skills. • Knowledge of Swedish and additional languages is meritorious. • Previous experience in an operational, administrative, coordinator, dispatcher, or team-support role is an advantage. QualificationsEducation - Meritorious • Upper-secondary education or equivalent. • Post-secondary education in logistics, transport, business administration, management, or a related field is an advantage. Work Experience - Meritorious • Experience in operations coordination or administration. • Experience in logistics, transport administration, courier or delivery operations. • Experience in customer service, scheduling, planning, or team support. Skills • Good organizational and time-management skills. • Good communication and customer-service skills. • Ability to work independently and as part of a team. • Basic to good knowledge of Microsoft Word and Excel. • Ability to maintain records, schedules, and operational documentation. Languages - Meritorious • English • Swedish • Additional languages are an advantage. Other information Salary type: Fixed monthly salary Where is the workplace located? The workplace is located in Stockholm County. Employer ShazaibGroup AB Organisation number: 559442-9200
Operations Manager
Role Summary We are seeking an experienced Operations Manager to lead and coordinate facility business operations across multiple sites in Sweden. The role is responsible for ensuring third party contracts, Channel Partners, Customer interaction and Commercial Contract Management. The successful candidate will have strong operational leadership capabilities and experience managing operations in Sweden. Previous experience working with large-scale industrial facilities, manufacturing environments, infrastructure, or other complex multi-site operations will be considered a strong advantage. Key Responsibilities · Lead and coordinate day-to-day facility management operations across multiple locations in Sweden. · Ensure facilities are operated safely, efficiently, reliably, and in accordance with agreed service levels and operational standards. · Establish consistent operating procedures, service standards, and governance across all locations. · Coordinate site managers, facility personnel, contractors, suppliers, and external service providers. · Monitor facility performance and ensure timely resolution of operational issues and service disruptions. · Manage relationships and performance of external contractors and service providers · Conduct or coordinate regular facility inspections, operational reviews, service assessments, and compliance checks. · Manage operational budgets and monitor facility-related expenditure, maintenance costs, supplier costs, and cost-saving initiatives. · Participate in procurement, supplier selection, contract negotiations, and service-level management. Qualifications & Experience · Bachelor’s degree or higher qualification. · At least 3 years of experience as operations management, · Experience working within large-scale customers is highly desirable. · Experience managing contractors, suppliers, maintenance services, and operational teams. · Experience with operational budgets, cost control, procurement, and contract management. · Strong leadership, communication, stakeholder-management, and problem-solving capabilities. · Ability to prioritize and manage multiple sites, operational issues, and improvement initiatives simultaneously. · Ability and willingness to travel regularly within Sweden. · Good command of English; Swedish language skills are an advantage.
Administrative Staff 1 Position
The Administrative Staff provides day-to-day administrative and office support to China Eastern Airlines’ Stockholm Office and assists the Finance Manager with certain basic financial operations and finance-related administrative tasks. Key responsibilities include: Maintain documents, files and office records; Assist with office supplies, fixed assets and office facilities; Support attendance, leave, training and basic personnel administration; Assist with invoices, reimbursement documents, payment requests and other expense-related records; Support the Finance Manager with basic financial operations, including preparation of expense documentation, vouchers and payment materials, basic data entry, reconciliation support and related financial administration; Assist with routine coordination with the Company’s finance department, external accounting service providers, banks and other relevant parties; Maintain routine contact with suppliers, landlords and other service providers; Arrange meetings, receive visitors and provide general office coordination; Maintain contracts, licences and other important documents; Perform other administrative, finance-support and office-related duties as assigned.
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