Executive Assistant & Office Manager

Cavotec; Stockholms kommun; Hybrid; SEK 324,675 - 541,125; Full time

Job summary

Cavotec is looking for a highly organized Executive Assistant to support the CEO and Corporate Management Team in Stockholm. This hybrid role encompasses managing complex travel arrangements, coordinating office operations, and overseeing corporate events. The ideal candidate will have proven experience in a multinational environment, be adaptable, and exhibit high discretion and professionalism. Fluency in both Swedish and English is required. Join Cavotec to help drive the efficiency of our operations.

Qualifications

• Proven experience as an Executive Assistant supporting senior leadership in a multinational environment.
• Strong experience in office management and corporate event planning.
• Flexible, adaptable, and able to work in a fast-paced environment.

Responsibilities

• Provide administrative and organizational support to the Group CEO and Management Team.
• Plan and manage daily, weekly, and long-term executive agendas.
• Oversee day-to-day operations of the Stockholm office.

Skills

Administrative and Organizational skills

Fluent in Swedish and English

Office management

Event planning

Familiarity with travel booking systems

Tools

Rydoo

AMEX

Job description

Cavotec is a leading engineering company with 50 years of heritage in innovation, designing and delivering advanced connection and electrification solutions that drive the decarbonisation of ports and industrial applications. With five decades of experience, our systems ensure safe, efficient, and sustainable operations for a diverse range of customers and applications worldwide.

Summary

We are seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the CEO and the Corporate Management Team (CMT) on an ad-hoc basis, while also overseeing office management operations in our Stockholm office. This hybrid role requires multitasking abilities, discretion, and a strong sense of ownership. In particular:

• Provide administrative and organizational support to the Group CEO and the Management Team
• Plan, coordinate and manage complex travel plans for CEO and Management Team
• Maintain office efficiency, oversee day-to-day operations of the Stockholm office
• Organize Corporate Events

The Role

Executive Support

• Plan and manage daily, weekly, and long-term executive agendas
• Ensure alignment of priorities and efficient time management
• Coordinate board meetings, leadership offsites, and strategic sessions
• Track deadlines, deliverables, and key milestones
• Prepare and manage Board and Executive Team yearly calendar
• Act as a liaison between executives and internal/external stakeholders
• Handle confidential information with professionalism and discretion
• Support to Marketing department with Branded Apparel and exhibitions

Travel Planning and Event Management

• Organize domestic and international travel arrangements for CEO and Management Team Members
• Manage end-to-end travel logistics: flights, accommodation, visas, transfers, and itineraries
• Prepare detailed travel agendas and contingency plans
• Handle travel expenses and reimbursements in compliance with company policies
• Event planning in collaboration with HR and Marketing for internal and external staff, facility coordination, on-site support, and contacts with suppliers and order processing
• Support executive participation in conferences, panels, and public engagements
• Ensure high-quality execution aligned with company brand and standards
• Event planning and execution in collaboration with other departments
• Manage event budget, timelines and resources
• Select and negotiate with vendors
• Coordinate logistics such as participants transportation

Office Management

• Oversee day-to-day operations of the Stockholm office
• Ensure a well-functioning, organized, and welcoming workplace
• Manage office suppliers, vendors, and service providers
• Coordinate facilities and maintenance
• Support local onboarding of new employees (workspace, equipment, access)
• Plan and execute internal events, team activities, and company meeting
• Welcome guests and customers, in person or on the telephone, answering or directing inquiries when required

Requirements

• Proven experience as an Executive Assistant supporting senior leadership in a multinational environment
• Strong experience in office management and corporate event planning
• Swedish and English mother tongue or fluent
• Flexible, adaptable, and able to work in a fast-paced environment
• High level of discretion, integrity, and professionalism
• Familiarity with travel booking systems and expense management tools (Rydoo, AMEX)
• Administrative and Organizational skills