Project Assistant

Kintec Global Recruitment; Luleå kommun; On-site; SEK 420,000 - 540,000; Full time

Job summary

Kintec Global Recruitment is seeking a Project Assistant to act as a central administrative hub within a large transformation program. You will organize meetings, coordinate onboarding, and handle document governance to ensure smooth program delivery.

On-site presence is required, with strong Swedish/English communication and proficiency in Microsoft 365 and related systems. You will work with HR, IT, procurement and site services to keep operations efficient and compliant.

Qualifications

• Broad administrative experience in assistant, coordinator or office support roles.
• Excellent planning and coordination skills for meetings, onboarding and events.
• Fluent communication in Swedish and English, written and spoken.
• High digital literacy in Microsoft 365 and familiarity with business systems.

Responsibilities

• Organize, schedule and administer internal and external meetings, ensuring calendars, rooms and technical equipment are prepared.
• Coordinate logistics for conferences and internal gatherings, including supplier management and on-site planning.
• Onboard and relocate: arrange accommodation, IT ordering, workstations and site tours.
• Maintain document repositories, workflows and archiving for governance and traceability.
• Support admin updates across the project organization and maintain distribution lists.
• Develop administrative routines, templates and guidelines for efficient workflows.
• Collaborate with HR, IT, site services and procurement to resolve issues and follow up on matters.
• Manage small budgets and procurement activities related to events and office needs within approved limits.

Skills

Admin experience

Planning coordination

Swedish & English

Microsoft 365

Education

Admin education

Tools

Microsoft 365

SharePoint

Procurement systems

HR systems

Finance systems

Job description

The Project Assistant plays a central operational role in the Transformation Office, ensuring that project leaders and teams can focus on delivery by managing administration, logistics, and information flows. This front-office position provides accessible, practical coordination across internal teams and external stakeholders to keep a large transformation program running smoothly and professionally.

Key Responsibilities

• Organize, schedule and administer internal and external meetings, ensuring calendars, rooms and technical equipment are prepared and functioning.
• Coordinate logistics for conferences, face-to-face events and internal gatherings, including supplier management and on-site planning.
• Act as the primary practical contact for onboarding and relocation: arrange accommodation, coordinate IT ordering, prepare workstations and facilitate site tours.
• Maintain and update document repositories, signature workflows and filing/archiving processes to ensure traceability and compliance.
• Support communication of administrative updates (office procedures, site access, pool cars) across the project organization and maintain distribution lists.
• Develop and improve administrative routines, templates, guidelines and best practices to create consistent, efficient workflows.
• Coordinate with HR, IT, site services, office support and procurement to resolve practical issues and follow up on ongoing matters.
• Manage small budgets and procurement activities related to events and office needs within approved limits.
• Act independently within defined procedures to schedule, modify or cancel meetings and coordinate suppliers and internal stakeholders.

Requirements

• Required:
• Broad administrative experience in assistant, coordinator or office support roles, preferably in project-based or transformation environments.
• Strong planning and coordination skills with demonstrated ability to organize events, meetings and onboarding activities.
• Excellent communication skills in Swedish and English, both written and verbal.
• High digital literacy in Microsoft 365 and comfortable learning and supporting business systems (procurement, HR, financial systems).
• Ability to manage documentation, signatures and archiving with attention to governance and compliance.
• Valid B driving license and ability to be physically present and accessible on site.
• Nice to have:
• Experience in a global listed company or large-scale transformation program.
• Background in onboarding coordination, relocation support or office/camp management.
• Post-secondary education in administration, coordination or a related field.
• Familiarity with project support tools or specific systems used for transformation programs.

Reporting Line & Organisational Context

The Project Assistant reports to the Director & Deputy Manager of the Transformation Office and operates as a central administrative hub for the Transformation Office, Site Transformation function. The role supports senior managers and project teams by owning practical coordination tasks and ensuring administrative standards are upheld across the program.

The role works closely with the Transformation Office management team, PMC, HR Business Partners, IT, Office Support, Site Services and external vendors. As a coordination nexus, the Project Assistant liaises across functions to align onboarding, facility readiness, procurement and event logistics, ensuring transparent communication between stakeholders.

Deliverables & Success Metrics

• Well-organized and efficiently run meetings and events with high satisfaction from stakeholders.
• Timely onboarding and relocation arrangements resulting in ready workstations and access before new hires start.
• Accurate, accessible and compliant document repositories, signature records and archiving procedures.
• Consistent administrative routines, templates and guidelines adopted across the Transformation Office.
• Responsive support service levels measured by turnaround times, stakeholder feedback and low incidence of administrative issues.

Tools, Technologies & Domain Context

The position requires strong proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel) and comfort using procurement, HR and financial systems. The role is part of a high-paced transformation program and benefits from familiarity with project-focused information pages, internal collaboration platforms and basic event/room-technology troubleshooting skills. This is an opportunity to work in a visible, impactful operational role that supports large-scale change and offers exposure to cross-functional processes and leadership.