Executive Assistant & Office Manager - 6 Month Fixed Term Contract

GP Bullhound; Stockholms kommun; On-site; SEK 420,000 - 540,000; Full time

Job summary

GP Bullhound is seeking an Executive Assistant & Office Manager for a 6-month fixed-term contract in Stockholm. You will support two Partners and a Managing Director, managing diaries, travel, expenses and client communications while ensuring the office runs smoothly and professionally.

You will coordinate meetings, prepare presentations, and maintain CRM and Outlook, collaborating with the wider EA team and office managers across offices.

Qualifications

• Proven EA and office management experience supporting C-suite executives.
• Advanced MS Office skills (Outlook, Word, Excel and PowerPoint).
• Excellent written and spoken corporate English, with high accuracy and presentation standards.
• Proactive, highly organised and discreet, with the confidence to build relationships at all levels.

Responsibilities

• Manage the diaries of two Partners and one MD, balancing priorities and communicating updates promptly.
• Coordinate travel, accommodation and itineraries, and book and reconcile expenses.
• Act as point of contact for clients and their PAs; respond to emails on the team’s behalf as required.
• Produce notes from meetings and calls; prepare emails, letters, proposals and presentations to house style using MS Office.
• Collaborate with executives to identify priorities and understand GP Bullhound’s ethos, sectors and services.
• Keep contacts and activity up to date in Outlook and the firm’s CRM.
• Maintain reception, meeting rooms, and office areas; welcome guests and manage the office
• Oversee health and safety, liaise with landlord and suppliers, and handle office bills with Partners’ approval
• Support EA team across offices and cover for colleagues during holidays or peak workload

Skills

Diary management

Travel coordination

Client relations

MS Office

English proficiency

Discretion & organisation

Tools

MS Office

Job description

Executive Assistant & Office Manager - 6 Month Fixed Term Contract

Location: Stockholm

We are looking for a Executive Assistant to support two Partners and one Managing Director in our Stockholm office, and to run the office day to day. You will manage busy diaries, travel and expenses, act as a trusted point of contact for clients, and keep the office running smoothly. Working across three senior stakeholders, you will communicate clearly, act swiftly and solve complex problems with little or no guidance, freeing the team to focus on the business.

EXECUTIVE SUPPORT

• Proactively manage the diaries of two Partners and one MD, balancing competing priorities and communicating updates promptly
• Coordinate travel, accommodation and itineraries, and book and reconcile expenses accurately
• Act as point of contact for clients, prospective clients and their PAs, building strong relationships in person and by phone; respond to emails on the team’s behalf where required
• Produce accurate notes from meetings and calls, and prepare emails, letters, proposals and presentations to house style using MS Office
• Work with each executive to identify key priorities and opportunities, and build a solid understanding of GP Bullhound’s ethos, sectors and services to support client meetings and events
• Keep contacts and business activity up to date in Outlook and the firm’s CRM

OFFICE MANAGEMENT

• Keep the entrance, reception, meeting rooms, open-plan areas and kitchen clean, organised and client-ready; welcome and manage internal and external guests
• Act as main contact for the landlord, suppliers and third parties; work with the accountants to pay office bills as approved by the Partners
• Oversee health and safety, including acting as First Aider and Fire Warden
• Maintain office equipment and supplies (stationery, printing and binding materials) and handle filing, binding and photocopying
• Screen incoming calls, mail and emails, dealing with or redirecting them as appropriate, and answer routine queries

TEAM SUPPORT

• Collaborate with the firm’s EA team and Office Managers in other offices, and cover for colleagues during holidays, absence or peak workload
• Take part in team meetings and projects, continuously challenge systems and processes, and propose improvements

ABOUT YOU

• Proven EA and office management experience supporting C-suite executives
• Advanced MS Office skills (Outlook, Word, Excel and PowerPoint)
• Excellent written and spoken corporate English, with a high standard of accuracy and presentation
• Proactive, highly organised and discreet, with the confidence to build effective relationships at every level