Executive Coordinator

Saab AB; Stockholms kommun; On-site; SEK 520,000 - 660,000; Full time

Job summary

Saab AB is seeking an Executive Coordinator to work closely with the Head of Business Area, ensuring excellent preparation and coordination around key meetings, visits, and decision forums. You will collaborate with the Executive Assistant and stakeholders to deliver well-founded material for executive discussions.

The role emphasizes preparation, briefing quality, and cross-functional collaboration, with travel to support engagements in an international environment.

Qualifications

• Excellent written and verbal communication skills.
• Ability to understand complex information quickly and distill it for executive use.
• Strong coordination of contributions from multiple stakeholders.
• Proactive, travel-friendly, and comfortable working with senior leaders in an international environment.

Responsibilities

• Ensure Head of Business Area is well prepared for key meetings, visits and events.
• Coordinate executive briefs with purpose, background, participants and context.
• Build and maintain stakeholder context for future engagements.
• Coordinate and quality-assure presentations, speeches, talking points and executive material.
• Coordinate and quality-check decision-making materials for leadership teams and executives.
• Engage contributors across the organisation to deliver input on time.
• Travel with Head of Business Area for selected engagements.
• Capture information and context from engagements to improve future preparations.
• Support strategic initiatives by synthesising input into executive insights.

Skills

Written comms

Verbal comms

Synthesis

Stakeholder coordination

Job description

Saab is a place where teamwork makes things fly. Literally. Join us and experience our supportive and friendly workplace.

Your role

We are looking for an Executive Coordinator to work closely with the Head of Business Area, ensuring excellent preparation and coordination around key meetings, engagements, visits, decision forums and events.

Reporting to the Head of Strategy & Portfolio, you will collaborate closely with the Head of Business Area, the Executive Assistant and stakeholders across the organisation. Through these interactions, you will develop a broad understanding of our business, customer landscape, partnerships and strategic initiatives. Your primary contribution will be the preparation and coordination required to ensure that the Head of Business Area enters important engagements well prepared, with the right material, background and context.

A key part of the role is coordinating the preparation of executive and decision-making material. You will identify information needs, engage the right contributors across the organisation and ensure that relevant input is brought together into a clear and well-founded basis for executive discussion and decision-making. You are not expected to be the subject-matter expert or produce all material yourself - you will bring together the right expertise, perspectives and information to support high-quality outcomes.

You will work in close partnership with the Executive Assistant. Whilst the Executive Assistant focuses on calendar management, travel and day-to-day executive support, your focus will be on the Head of Business Area's agenda, ensuring high-quality preparation, briefings and coordination around key engagements and forums.

Your responsibilities will include:

• Ensuring the Head of Business Area is well prepared for key external and internal meetings, visits, events, decision forums and other engagements.
• Coordinating executive briefs covering purpose, background, participants, key topics and relevant context, drawing on input and expertise from across the organisation.
• Building and maintaining relevant stakeholder context, including previous interactions, topics discussed and useful background ahead of future meetings.
• Coordinating the preparation of presentations, speeches, talking points and other executive material, working with the appropriate content owners and specialists.
• Coordinating and quality-assuring decision-making material and executive presentations for the Business Area leadership team, Group Management, the CEO and other key stakeholders.
• Identifying and engaging the right contributors across the organisation and ensuring that input is delivered, integrated and ready when required.
• Working closely with functions such as Strategy, Communications and Marketing and other relevant parts of the organisation to ensure high-quality preparation and material.
• Accompanying the Head of Business Area on selected business travel and external engagements, providing support before and during meetings.
• Capturing relevant information and context from engagements to strengthen preparation and continuity for future interactions.
• Staying ahead of the Head of Business Area's executive agenda and upcoming engagements, anticipating what information, context and material will be required.
• Supporting selected strategic and executive initiatives by coordinating relevant expertise and helping synthesise input into clear executive-level insights and decision support.

Your profile

We are looking for someone who is highly structured, curious and quick to understand both people and organisational context.

You have an instinct for preparation and coordination: you think ahead, ask the right questions, identify who needs to be involved and notice when information or perspectives are missing. You are comfortable bringing together contributions from multiple stakeholders and can distinguish what is important from what is merely detailed.

You do not need to be the expert on every topic. You do, however, need enough business understanding and curiosity to ask good questions, challenge gaps and ensure that the right expertise and information reach the right forum at the right time.

To succeed in the role, we believe you:

• Have excellent written and verbal communication skills.
• Can quickly understand and synthesise complex information.
• Have a strong ability to coordinate contributions from multiple stakeholders and turn them into a coherent overall delivery.
• Can assess whether executive material is clear, relevant and fit for purpose.
• Are proactive and comfortable anticipating needs rather than waiting for instructions.
• Have strong interpersonal skills and can build relationships across organisational and cultural boundaries.
• Can create momentum and secure contributions from people over whom you have no formal authority.
• Exercise sound judgement, discretion and integrity.
• Are curious about the business and motivated by learning.
• Are comfortable with travel and with the flexibility that comes from working close to a senior executive in an international environment.
• Communicate fluently in English and Swedish.

You may have a background in business development, strategy, military intelligence, project or programme management, communications, operations or another business-facing role. We are open to different backgrounds and place particular emphasis on your potential, judgement, learning agility and ability to build trust.

This position requires that you pass a security vetting based on the current regulations around/of security protection. For positions requiring security clearance additional obligations on citizenship may apply.

As Executive Coordinator, you will have a unique opportunity to develop a broad understanding of our business and the many dimensions involved in operating a complex international organisation. Few roles offer the same broad perspective on a Business Area, its strategic priorities and ways of working. You will also gain valuable insight into how strategic initiatives and executive-level material are developed, as well as how governance, decision-making and business planning processes are managed at both Business Area and Group level.

The role is therefore also intended as a development opportunity for an individual with the ambition and potential to take on broader responsibilities over time.

What you will be part of

Explore a wealth of possibilities. Take on challenges, create smart inventions, and grow beyond. This is a place for curious minds, brave pioneers, and everyone in between. Together, we achieve the extraordinary, each bringing our unique perspectives. Your part matters.

Saab is a leading defense and security company with an enduring purpose, to help nations keep their people and society safe. Empowered by its 30,000 talented people, Saab constantly pushes the boundaries of technology to create a safer and more sustainable world.

Saab designs, manufactures and maintains advanced systems in aeronautics, weapons, command and control, sensors and underwater systems. Saab is headquartered in Sweden. It has major operations all over the world and is part of the domestic defense capability of several nations. Read more about us here

Regardless of whether you value cutting edge technology, creativity or an innovative environment, everyone at Saab contributes to keeping people and society safe.