PMO Coordinator

AAK AB; Malmö kommun; On-site; SEK 520,000 - 680,000; Full time

Benefits offered by this job

International exposure

Training & mentorship

Career paths

Sustainability focus

Diverse workplace

Job summary

AAK AB in Malmö seeks a PMO Coordinator to support the CIO Office, providing executive and coordination support across daily leadership activities, meetings, communication flows, travel, and administrative processes. You will enable the CIO and IT Leadership Team to stay focused on priorities in a globally distributed context.

This Malmö-based individual contributor role coordinates across time zones, driving structure, follow-through, and professional preparation to strengthen leadership rhythm.

Qualifications

• Experience as EA/Coordinator supporting senior leaders in a professional setting.
• Strong organizational and planning skills with reliability.
• Professionalism, integrity and discretion handling confidential info.
• Excellent English communication, written and verbal.

Responsibilities

• Provide executive support to the CIO, including calendar management and meeting coordination.
• Coordinate internal/external meetings, events and travel arrangements.
• Manage invitations, agendas, materials and follow-up actions.
• Support IT Leadership Team meetings and leadership processes.
• Ensure timely, accurate communication to stakeholders.

Skills

Executive support

Calendar management

English communication

Microsoft 365

Discretion

Organizational skills

Tools

Microsoft 365

Job description

Our story goes back more than 150 years, to the chilly southern coast of Scandinavia. From our early success in Sweden and Denmark, we’ve grown into the world’s leading specialist producer of plant-based oils, employing more than 4,000 people all across the globe.

We work with our customers to make the products you love even better. The oils we produce go into making your chocolate extra-creamy or putting the crunch into your croissant. And it’s not just food — we work across industries to make products that are higher quality, healthier and better for the planet.

Everything we do is about Making Better Happen™.

This position is based in Malmö, Sweden

About the role

Are you a highly organized and service-minded professional who enjoys creating structure, supporting senior leaders, and ensuring that important activities move forward? We are looking for a PMO Coordinator to join AAK’s CIO Office and help the CIO and IT Leadership Team operate efficiently and effectively. In this role, you will provide professional executive and coordination support across daily leadership activities, meetings, communication flows, travel, and administrative processes. By bringing structure, quality, and reliable follow-through, you will enable the CIO and IT Leadership Team to stay focused on their highest-priority responsibilities and operate at their best. This is a Malmö-based individual contributor role within AAK’s CIO Office, reporting to the Head of CIO Office. You will work in a global context and coordinate across time zones and geographies as required to support AAK’s global IT leadership.

Responsibilities

As PMO Coordinator, your main tasks and responsibilities will be:

• Provide executive support to the CIO, including calendar management, meeting coordination, and daily prioritization, ensuring time and attention are directed to the right priorities.
• Coordinate internal and external meetings, workshops, leadership events, and travel arrangements, ensuring seamless logistics and professional preparation.
• Manage meeting invitations, agendas, logistics, meeting materials, documentation, and follow-up activities, ensuring meetings are well prepared and outcomes are tracked and actioned.
• Support IT Leadership Team meetings and maintain structure around recurring leadership processes and activities, contributing to a disciplined and well-organized leadership rhythm.
• Support communication flows and ensure that the right information reaches the right people at the right time.
• Handle confidential information with professionalism, integrity, and discretion.
• Continuously improve administrative processes and ways of working within the CIO Office.

About you

To be successful in the role you need:

• Proven experience as an Executive Assistant, Management Assistant, Coordinator, or in a similar role supporting senior leaders in a professional environment.
• Strong organizational and planning skills, with the ability to independently manage calendars, meetings, logistics, and multiple competing priorities with high reliability.
• A high level of professionalism, integrity, and discretion, with demonstrated ability to handle confidential information appropriately.
• Excellent communication skills in English, both written and verbal, and the ability to work professionally with senior leaders and a broad stakeholder group.
• Good knowledge of Microsoft 365 tools, including Outlook, Teams, Word, and Excel.
• A strong service mindset, attention to detail, and reliable follow‑through.
• The ability to anticipate needs, take initiative, use sound judgment, and work independently in a fast‑paced environment.
• Experience in an international or matrix organization is considered an advantage.
• As a person, you are structured, proactive, and dependable. You enjoy supporting others, remain calm when priorities change, and take pride in delivering high‑quality work. You communicate with tact and confidence, build trusted relationships, and understand when to act independently and when to elevate.

In return AAK offer

• Join a pioneering company in specialty oils and fats, driving innovation and sustainability.
• In AAK you can work across 25+ countries, gaining international exposure and collaborating with a diverse team.
• AAK invests in your development with training, mentorship, and clear career paths.
• You will contribute to a greener world with AAK’s sustainability-focused approach.
• Join a diverse and inclusive workplace that values every individual’s perspective and talents.

About AAK

Everything AAK does is aboutMaking Better Happen™. We specialize in plant-based oils that are the value-adding ingredients in many of the products people love to consume. We make these products better tasting, healthier, and more sustainable. At the heart of AAK’s offer is Customer Co-Development, combining our desire to understand what better means for each customer, with the unique flexibility of our production assets, and a deep knowledge of many products and industries, including Chocolate & Confectionery, Bakery, Dairy, Plant-based Foods, Special Nutrition, Foodservice and Personal Care. Our4,000employees support our close collaboration with customers through 25 regional sales offices, 15 dedicated Customer Innovation Centers, and with the support of more than 20 production facilities. Listed on Nasdaq Stockholm and with our headquarters in Malmö, Sweden, AAK has been Making Better Happen™ for more than 150 years.

AAK prohibits discrimination on the basis of race, color, sex, sexual orientation, age, national origin, physical or mental disability, religion, veteran status, and any other class of individuals protected from discrimination under state or federal law in any aspect of the access to, admission, or treatment of students in its programs and activities, or in employment and application for employment.