Executive Secretary

Embassy Of The United Arab Emirates Stockholm; Stockholms kommun; On-site; SEK 320,000 - 520,000; Full time

Job summary

Embassy of the United Arab Emirates Stockholm seeks a proactive Executive Secretary to support the Head of Mission. You will manage calendars, coordinate official visits, prepare documents, and handle correspondence with discretion and professionalism.

Fluency in Swedish and English is required, with a Bachelor's degree in Business Administration or related field. The role involves travel arrangements, meetings, and accurate record-keeping in a diplomatic environment.

Qualifications

• Bachelor's degree in Business Administration or Executive Secretarial.
• Fluency in Swedish and English (speaking and writing).

Responsibilities

• Manage and coordinate the appointments and agenda of the Head of Mission, and official visiting delegations.
• Organize and coordinate meetings, conferences, and official events; attend as required and prepare relevant documentation and record meeting minutes when necessary.
• Welcome visitors in a friendly and professional manner, guide them, and answer their phone calls.
• Prepare correspondences, reports and notes of the Head of Mission and provide simple translation and interpretation if required.
• Organize and track travel arrangement and ticket bookings and carry out all logistic procedures concerning the Head of Mission in coordination with relevant bodies within and outside the Mission.

Skills

Calendar management

Meeting coordination

Document preparation

Communication

Translation/interpretation

Education

Bachelor's degree in Business Administration or Executive Secretarial

Tools

MS Office

Job description

• Manage and coordinate the appointments and agenda of the Head of Mission, and official visiting delegations. Arrange meetings and prepare all relevant documents and required materials.
• Maintain and update lists of prominent figures, national events, and send out invitations, congratulations, and condolence letters in a timely manner.
• Coordinate internal and external meetings and official visits by the Head of Mission, and coordinate logistical and security arrangements in coordination with relevant bodies within and outside the Mission.
• Organize and coordinate meetings, conferences, and official events; Attend as required and prepare relevant documentation and record meeting minutes when necessary.
• Welcome visitors in a friendly and professional manner, guide them, and answer their phone calls.
• Prepare correspondences, reports and notes of the Head of Mission and provide simple translation and interpretation if required.
• Organize and track travel arrangement and ticket bookings and carry out all logistic procedures concerning the Head of Mission in coordination with relevant bodies within and outside the Mission.
• Receive the daily mail and present it to the Head of Mission, follow-up his directives in terms of circulating such mails to the concerned stakeholders.
• Classifying, indexing and keeping documents and papers in a systematic manner ensuring and help facilitating their retrieval.
• Bachelor's degree in Business Administration or Executive Secretarial.
• Fluency in both Swedish and English.