CIO Office Coordinator — Exec Support & Coordination

AAK; Malmö kommun; On-site; SEK 520,000 - 700,000; Full time

Job summary

AAK Malmö is seeking a highly organized PMO Coordinator to join the CIO Office and help the CIO and IT Leadership Team operate efficiently. You will provide executive and coordination support across daily leadership activities, meetings, travel, and administrative processes.

This Malmö-based role focuses on bringing structure, quality, and reliable follow-through to enable senior IT leaders to stay focused on their top priorities while working in a global context across time zones.

Qualifications

• Proven experience supporting senior leaders in a professional environment.
• Strong organizational and planning skills with calendar, meetings, logistics handling.
• Professionalism, integrity and discretion with confidential information.
• Excellent English communication skills, written and verbal.
• Proficiency with Microsoft 365 tools (Outlook, Teams, Word, Excel).
• Strong service mindset, attention to detail and reliable follow-through.
• Ability to work independently in a fast-paced environment.
• Experience in an international or matrix organization is a plus.
• Structured, proactive, dependable and good at building relationships.

Responsibilities

• Provide executive support to the CIO, including calendar management, meeting coordination, and daily prioritization.
• Coordinate internal and external meetings, workshops, leadership events, and travel arrangements.
• Manage meeting invitations, agendas, logistics, materials, documentation, and follow-up actions.
• Support IT Leadership Team meetings and maintain structure around recurring leadership processes.
• Support communication flows and ensure timely dissemination of information.
• Handle confidential information with professionalism, integrity and discretion.
• Continuously improve administrative processes and ways of working within the CIO Office.

Skills

Calendar management

Meeting coordination

Executive support

Travel arrangements

Cross-functional collaboration

Discretion

Independent working

Tools

Microsoft 365

Outlook

Teams

Word

Excel

Job description

AAK Malmö is seeking a highly organized PMO Coordinator to join the CIO Office and help the CIO and IT Leadership Team operate efficiently. You will provide executive and coordination support across daily leadership activities, meetings, travel, and administrative processes.

This Malmö-based role focuses on bringing structure, quality, and reliable follow-through to enable senior IT leaders to stay focused on their top priorities while working in a global context across time zones.