Executive Assistant

Newcode.ai; Stockholms kommun; On-site; SEK 468,720 - 725,400; Full time

Benefits offered by this job

Culture of trust and excellence

Collaborative environment

Growth and ownership

Inclusive culture of excellence and信

Job summary

Newcode.ai is seeking an Executive Assistant to support our senior leadership across the Nordic region. This hands-on role requires ownership, autonomy, and discretion to keep executives focused on their core priorities.

You will manage calendars, travel, materials, and communications while coordinating across teams in Norway, Sweden, Denmark, and the US. The position supports onboarding, events, and process improvements in a fast-growing startup.

Qualifications

• 3+ years of experience as an Executive Assistant, PA, or in a similar senior support role.
• Outstanding written and verbal communication in Norwegian and English.
• Positive, can-do attitude with strong organization and attention to detail.
• Comfortable in a fast-paced, high-growth startup environment.
• Discreet, trustworthy, and proactive in handling confidential matters.
• Tech-savvy and able to figure out tools independently.

Responsibilities

• Attend meetings with and on behalf of senior leaders, taking notes and following up on actions.
• Manage complex calendars, travel logistics, and scheduling across time zones.
• Prepare meeting materials, agendas, briefing notes, and presentations.
• Draft and proofread internal and external correspondence.
• Coordinate across teams in Norway, Sweden, Denmark, and US.
• Support onboarding of new hires, event planning, and ad hoc operational tasks.
• Identify process improvements to reduce friction for the operations team.

Skills

Executive support

Calendar management

Travel coordination

Communication (Norwegian & English)

Discretion & trustworthiness

Tech-savvy

Self-starter

Job description

About Newcode.ai

Newcode.ai is a fast‑growing legal tech and agentic AI company transforming how legal work is done. With teams across Oslo, Stockholm, US and beyond, we work at the intersection of law, technology, and intelligence. We move fast, think big, and take pride in doing things the right way.

The Role

We are looking for sharp, proactive Executive Assistants to support our senior leadership teams across the Nordic region. This is a hands‑on role where you will be in the room — literally and figuratively — when it matters most. You will manage the moving parts so that executives can focus on what they do best. This is not a traditional admin role. You will be expected to hit the ground running, take ownership, and operate with a high degree of autonomy and discretion.

Key Responsibilities

• Attend meetings with and on behalf of senior leaders — taking clear, structured notes and following up on action items
• Manage complex calendars, travel logistics, and scheduling across time zones and borders
• Prepare meeting materials, agendas, briefing notes, and presentations
• Draft and proofread internal and external correspondence
• Coordinate across teams in Norway, Sweden, Denmark, and US
• Handle sensitive and confidential matters with full discretion
• Support onboarding of new hires, event planning, and ad hoc operational tasks
• Identify ways to improve processes and reduce friction for the operational team

Requirements

• 3+ years of experience as an Executive Assistant, PA, or in a similar senior support role
• Outstanding written and verbal communication skills in Norwegian and English
• Positive, and has a can‑do attitude
• Extremely organized, with strong attention to detail and the ability to handle multiple priorities
• Comfortable working in a fast‑paced, high‑growth startup environment
• Discreet and trustworthy
• Tech‑savvy: confident using tech tools and not afraid to figure it out
• A self‑starter who takes initiative

Benefits

• Culture of trust and excellence: Be part of a team that values reliability, respect, and initiative, where everyone's contribution matters and diversity drives creativity
• Collaborative environment: Work with talented, driven peers on bleeding‑edge legal engineering solutions with real‑world impact
• Growth and ownership: Shape your role as we grow. Take ownership and drive outcomes from the start of your journey
• Inclusive culture of excellence and trust: We reward initiative, respect, integrity, and teamwork, and are committed to building a global, inclusive team. Your drive, curiosity, and ideas matter more than your background

Why You'll Love Working with Us

• Culture of trust and excellence: Be part of a team that values reliability, respect, and initiative, where everyone's contribution matters and diversity drives creativity
• Collaborative environment: Work with talented, driven peers on bleeding-edge legal engineering solutions with real-world impact
• Growth and ownership: Shape your role as we grow. Take ownership and drive outcomes from the start of your journey
• Inclusive culture of excellence and trust: We reward initiative, respect, integrity, and teamwork, and are committed to building a global, inclusive team. Your drive, curiosity, and ideas matter more than your background

Ready to shape what's next? Apply today and join us in building a smarter, more efficient world powered by AI.