Assistant

Hitachi Energy Sweden AB; Västmanlands län; On-site; SEK 312,480 - 401,760; Full time

Benefits offered by this job

Collective agreement

Flexible working time

Health care and wellness allowance

Career possibilities within Hitachi E̵

Mentor during onboarding

Training and education support

Diversity with 70+ nationalities in SW

Parental leave supplementary

Employee Benefit Portal with discounts

Job summary

Hitachi Energy Sweden AB is seeking an experienced Assistant to support the Service organization within Power Quality in Västerås. You will provide dedicated support to the Service Manager and several teams, coordinating calendar, travel, onboarding, and administrative processes across local and global contexts.

The role requires strong organization, service-mindedness, confidentiality, and the ability to manage multiple priorities while maintaining professional standards.

Qualifications

• Experience in administrative, assistant, executive assistant, or coordination roles.
• Structured, service-minded, and discreet handling of confidential information.
• Strong organizational skills with ability to prioritize and multitask.
• Proficient in Microsoft Office applications (Outlook, Excel, PowerPoint, Teams).
• Experience with Concur, Ariba, ServiceNow, VIM or similar is advantageous.
• Fluent in Swedish and English, both written and spoken.
• Experience from international, project-driven, or matrix organizations is advantageous.

Responsibilities

• Provide dedicated support to the Service Manager, including calendar management, travel and expense administration, meeting/workshop planning, and coordination in local and global contexts.
• Coordinate meetings, workshops, events, business travel, and related logistics.
• Support several smaller functions and departments with administrative coordination within the Service team.
• Manage onboarding and offboarding, including system access and introductions to internal processes.
• Administer access, permits, and training systems such as access cards, SSG, ID06, and parking solutions.
• Handle purchasing and financial administration, including purchase orders, invoices, Ariba, VIM, and Concur-related support.
• Maintain departmental administration, including distribution lists and internal communications.
• Act as a key contact for workplace coordination, facility matters, PPE/workwear administration, and process improvements.

Skills

Administrative support

Calendar management

MS Office

Concur

Ariba

ServiceNow

VIM

Swedish & English

Stakeholder coordination

Tools

Concur

Ariba

ServiceNow

VIM

Job description

The opportunity

Do you thrive in a role where structure, service, and coordination help teams perform at their best? Are you someone who enjoys supporting others, keeping track of many moving parts, and ensuring everything runs smoothly behind the scenes? Then this could be your next opportunity.

We are now looking for an experienced and proactive Assistant to support the Service organization within Power Quality in Västerås. While belonging to the Service function, the role also provides administrative and coordination support to several smaller teams and functions across the organization.

In this role, you will act as a trusted point of contact for managers, employees, consultants, and external stakeholders, playing a key role in enabling efficient daily operations. A significant part of the assignment is to provide close support to the Service Manager, including calendar management, travel and expense administration, meeting and workshop coordination, and various executive support activities in both a local and global context.

You will be involved in a wide range of administrative and coordination activities, acting as a central link between people, processes, and systems. The role requires a high degree of structure, professionalism, and the ability to manage multiple priorities while maintaining excellent service and confidentiality.

We offer you a varied and responsible role in a collaborative environment, with close interaction across the organization and great opportunities to grow both personally and professionally.

Your responsibilities

• Provide dedicated support to the Service Manager, including calendar management, travel and expense administration, meeting/workshop planning, and coordination activities in both local and global environments
• Coordinate meetings, workshops, events, business travel, and related logistics while supporting efficient planning and execution
• Support several smaller functions and departments with administrative and operational coordination, while being organizationally part of the Service team
• Manage onboarding and offboarding activities, including system access, equipment, permissions, and introductions to internal processes
• Administer access, permits, and training systems such as access cards, SSG, ID06, and parking solutions
• Handle purchasing and financial administration, including purchase orders, invoices, Ariba, VIM, and Concur-related support
• Maintain departmental administration, including distribution lists, organization charts, internal communication channels, and documentation
• Act as a key contact for workplace coordination, facility-related matters, PPE/workwear administration, and continuous improvement of administrative processes

Your background

• Experience in an administrative, assistant, executive assistant, or coordination role
• Demonstrated ability to support managers, teams, and stakeholders in a structured and service-oriented manneralter
• Strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously
• High level of integrity, professionalism, and discretion when handling confidential information
• Good knowledge of Microsoft Office applications, especially Outlook, Excel, PowerPoint, and Teams
• Experience working with systems such as Concur, Ariba, ServiceNow, VIM, or similar is considered an advantage
• Fluent in Swedish and English, both written and spoken
• Experience from an international, project-driven, or matrix organization is considered an advantage

Who you are

• Structured and detail-oriented, with the ability to create clarity and maintain order
• Service-minded and collaborative, with a genuine interest in supporting others
• Proactive and solution-oriented, taking initiative and driving activities forward
• Flexible and adaptable, with the ability to manage changing priorities
• Professional and trustworthy, comfortable working closely with managers and senior stakeholders
• Strong communicator who builds positive relationships across teams and functions
• Curious and improvement-driven, always looking for smarter and more efficient ways of working
• Reliable and accountable, taking ownership of responsibilities and delivering with quality

What we offer

• Collective agreement
• Flexible working time
• Health care and wellness allowance
• Fantastic career possibilities within Hitachi Energy both within Sweden and globally
• Mentor to support you throughout onboard phase
• Various trainings and education supporting employee development
• Diversified company with over 70+ nationalities working in Sweden
• Supplementary compensation for parental leave
• Employee Benefit Portal with thousands of discounts and perks
• More benefits could be connected to this specific role

More about us

Union representatives - Sveriges Ingenjörer: Nawzad Rashid, [phone]; Unionen: Karin Ulvemark, [phone]; Ledarna: Frank Hollstedt, [phone].

All other questions should be directed to Talent Partner Malin Johansson, [e-mail]

Due to summer vacations, the screening and selection process will begin in mid-August. Thank you for your understanding and patience during this period.