Part-Time Administrative Assistant

Level Recruitment AB; Stockholms kommun; On-site; SEK 248,000 - 289,000; Part time

Job summary

Level Recruitment AB in Stockholm is seeking an Administrative Assistant to support a small international team. The role involves calendar management, multi-language correspondence, and coordinating travel, with a four-hour morning schedule in a formal setting.

You will draft emails in Italian, Swedish and English, liaise with stakeholders, and handle documentation while maintaining strict confidentiality and professional discretion.

Qualifications

• Previous experience in an administrative, assistant or coordination role.
• Strong communication skills in Italian, Swedish and English, written and spoken.
• Ability to work independently with minimal supervision and manage multiple tasks.

Responsibilities

• Manage calendars, schedule appointments and coordinate meetings.
• Draft routine correspondence in Italian, Swedish and English.
• Answer phone calls and liaise with stakeholders in different languages.
• Coordinate travel arrangements and related administration.
• Prepare and organize administrative documents and dossiers.
• Provide general administrative support to a small team.
• Maintain confidentiality and handle tasks with discretion.

Skills

Calendar management

Multilingual communication

Travel coordination

Administrative support

Discretion

Job description

Are you a service-minded and well-organized person who enjoys working in an international environment? We are looking for a reliable and proactive Administrative Assistant to support our client in Stockholm. This is an opportunity to become part of a small team in a formal, international setting, where you will play an important role in ensuring that daily operations run smoothly.

You will work closely with Italian and Swedish stakeholders, supporting the team with administrative tasks, correspondence, scheduling and travel arrangements. If you enjoy combining structure and precision with social interaction and a varied administrative role, this could be the opportunity for you!

The Role

Our client´s office in Stockholm is a small team of three people working in an international environment with regular contact with Italy and Swedish counterparts. As Administrative Assistant, you will provide essential day-to-day support, ensuring that communication, planning and administrative routines are handled efficiently and accurately.

The position is part-time, with working hours of approximately four hours per day, preferably in the morning between 08:00 and 12:00.

Your key responsibilities as Administrative Assistant will include:

• Managing calendars, scheduling appointments and coordinating meetings
• Drafting and handling routine correspondence in Italian, Swedish and English
• Managing incoming and outgoing telephone calls and communicating with internal and external stakeholders
• Coordinating travel arrangements, including bookings and related administration
• Preparing and organizing administrative documents and dossiers
• Providing general administrative support to the three-person team
• Ensuring that daily administrative tasks are completed accurately, efficiently and with a high level of discretion

The role requires a high degree of reliability and attention to detail. You will work in a shared office environment where trustworthiness, professionalism and respect for confidentiality are essential. Although the position does not routinely involve handling classified material, the successful candidate must be comfortable with formal security procedures and background checks.

Is this you?

To be successful in this position, you have previous experience in an administrative, assistant or coordination role. You are comfortable managing recurring administrative tasks, organizing information and keeping track of calendars, appointments and practical arrangements. You can work independently, take responsibility for your tasks and ensure that details are handled correctly without frequent supervision.

You have strong communication skills in Italian, Swedish and English, both verbally and in writing. In particular, you are comfortable drafting routine business correspondence in Italian and communicating professionally with stakeholders in different languages and cultural contexts.

Experience with calendar management, travel bookings, telephone handling and general office administration will be valuable. You are also comfortable working with administrative documentation and following established procedures.

In this recruitment, your personal qualities will be of great importance! We are looking for a trustworthy, precise and service-minded person who takes pride in providing reliable support. You are organized, pragmatic and attentive to detail, understanding that even routine tasks need to be completed correctly.

At the same time, you are a social and approachable person who enjoys being part of a small team. You appreciate everyday interaction with colleagues and contribute to a positive working atmosphere while maintaining a professional and focused approach to your responsibilities. You understand the importance of discretion and can be relied upon to handle information and administrative matters responsibly.

As the position involves working approximately four hours each morning, it is important that you can commit to a consistent daily schedule.

Do you want to know more?

The position is offered as a temporary assignment with a 12-month contractual framework.