Office Manager / EA

LevelUP HCS; Stockholms län; On-site; SEK 600,000 - 800,000; Full time

Job summary

LevelUP HCS is seeking an experienced Executive Assistant & Office Manager in Sweden to support the Senior Country Manager and oversee the day-to-day operations of a new branch. This role blends high-level administrative duties with proactive office management in a fast-paced, international setting.

You will coordinate meetings, travel, budgeting, vendor management and HR onboarding, while maintaining confidential information with discretion and ensuring a smooth, compliant office environment.

Qualifications

• Experience providing executive support in a fast-paced corporate setting.
• Proven office management experience in a multinational environment.
• Strong diary management and travel coordination abilities.
• Ability to manage budgets, vendors and onboarding processes.
• Excellent written and spoken English; Swedish fluency is a plus.

Responsibilities

• Provide comprehensive administrative support to the Senior Country Manager.
• Oversee day-to-day branch office operations and facilities.
• Coordinate meetings, travel, visas and timekeeping for executives.
• Process expenses, reports and KPI data for leadership review.
• Support events, vendor relations and office budgeting activities.

Skills

Executive support

Office management

Diary management

Travel coordination

Budget tracking

Vendor management

Fluent English

Swedish language

Discretion

Tools

Word

Excel

PowerPoint

Job description

Executive Assistant & Office Manager (Sweden)

Our client, a leading global investment bank, is seeking a highly organised and proactive Executive Assistant & Office Manager to support the Senior Country Manager and play a key role in the successful day-to-day operation of a newly established branch office. This is a varied and high-profile position that combines executive support, office management, stakeholder coordination and operational oversight, making it ideal for someone who thrives in a fast-paced, international environment.

To provide comprehensive administrative support to the Senior Country Manager and operational management for the new branch office. To cooperate as a key support function and provide proactive and reliable administrative support to the assigned executive, whilst ensuring the efficient and smooth running of the branch office operations. To ensure that costs are minimised as appropriate and that policies are adhered to within the EA and Office Management remit.

Office Management Duties:

• Oversee the day-to-day administration and general operations of the new branch office.
• Manage office supplies, stationery, and catering requirements.
• Maintain office equipment and liaise with external service providers for maintenance and repairs.
• Manage the security and access to the office premises.
• Act as the first point of contact for building management and facilities-related queries.
• Ensure the office is kept tidy, presentable, and compliant with health and safety regulations.
• Support the onboarding process for new employees, including setting up workstations and IT access.
• Assist with the coordination of office moves or refurbishments if required.
• Manage incoming and outgoing mail and deliveries.
• Foster a positive and productive working environment within the office.
• Assist with the management of the office budget and expense tracking for office-related costs.

Executive Assistant Duties:

• Extensive diary management of the Senior Country Manager.
• Diary management and meeting arrangement of other stakeholders as required.
• Organising travel, arranging visa documentation, monitoring time keeping, and providing general ad hoc administrative support to the assigned Senior Country Manager.
• Act as the delegated expense and travel approver for the Senior Country Manager.
• Complete and check expense reports in a thorough and timely manner on behalf of the Senior Country Manager.
• Track and orchestrate senior management and team's attendance at internal committees and meetings.
• Organise meetings and introductions, internally and externally.
• Where requested by the SCM, assist with filing all client information in the Client Relationship Management system (e.g. Nat 1) before and after meetings (meeting uploads, contact updates, meeting feedback and meeting support documents).
• Create and maintain senior management KPI reports as required, including P&L, client contributions, team commercial activity, key project progress and expenses.
• Support the organisation and execution of client entertainment events, as well as internal and external colleague events, collaborating with relevant internal departments and external vendors.
• Coordinate Marketing/Public Relations activities as required.
• Screen phone calls, enquiries and requests, handling them where appropriate.
• Complete Odeon Ethics on behalf of the executive to register client meetings in the Compliance tool.
• Assist senior management with coordination and communication across different departments.

What we need from you

• Proven track record of Executive Assistant experience, ideally within the Financial Services industry.
• Experience in office management or a similar operational support role is highly desirable.
• Ability to work proactively and collaboratively with others, contributing to a strong team culture.
• Excellent time management and organisational skills, with strong interpersonal, verbal and relationship management skills.
• Excellent written and verbal communication skills, with a high level of attention to detail.
• Ability to manage multiple and unexpected deadlines in a demanding environment, prioritising effectively and ensuring timely completion of tasks.
• Advanced proficiency in Word, Excel and PowerPoint, with the ability to quickly learn customised software and tools.
• Self-motivated, resourceful, proactive, reliable, trustworthy and assertive when necessary.
• An inquisitive nature and entrepreneurial attitude, demonstrating a strong sense of initiative.
• Diplomatic and approachable at all times.
• Able to handle confidential information discreetly and exercise sound judgement regarding sensitive matters.
• Fluent in English and Swedish; proficiency in French is advantageous but not required.