Executive Assistant and Office Manager
Icomera AB / Assistentjobb / Göteborg
2024-11-25
Visa alla assistentjobb i Göteborg,
Mölndal,
Partille,
Kungälv,
Lerum eller i
hela Sverige Visa alla jobb hos Icomera AB i Göteborg Icomera is a leading global innovator in connectivity solutions within the transportation sector and we are at the forefront of transforming public transport, making it smarter, safer, greener, and more connected than ever before.
Are you an organized, proactive professional looking for an exciting role that makes a real impact? Join us as an Executive Assistant (to the CEO) and Office Manager and take the lead in ensuring seamless daily operations at the core of our organization.
Job type
Full-time
Workplace conditions
Onsite
About the Role:
The workplace of an executive assistant is characterized by fast-paced dynamics. You will be handling multiple tasks, unexpected changes and adapting to shifting priorities. Time management is crucial, as the EA manages intricate schedules, organizes travel arrangements, and ensures that the CEO's commitments align seamlessly.
Confidentiality is paramount in this workplace. The role of the executive assistant is to maintain a high level of discretion and professionalism. Their ethical approach to handling confidential matters contributes to building trust within the team and across the organization.
As the Office Manager you will be responsible for overseeing and managing administrative operations of the Odinsgatan office of ICOMERA, ensuring office efficiency.
Furthermore, the role also holds the delegated responsibility for the facility of Odinsgatan office, given from CEO. I.e. risk management and office security. The EA/Office manager reports to the CEO.
Location and work dynamics:
The position is based in our Gothenburg office at Odinsgatan 28 in central Gothenburg, a few minutes' walk from the central station.
Key responsibilities:
EA main tasks:
Calendar Management for the CEO: manage the executive's schedule, coordinating meetings, appointments, and events.
Communication Handling: phone calls, and messages on behalf of the executive. Act as the point of contact among executives, employees, clients and other external partners.
Meeting and event coordination: arrange and coordinate meetings, including sending invitations, reserving meeting spaces, preparing agendas, and distributing relevant materials. May also be responsible for organizing corporate events, conferences.
Seminar arrangements: Organising seminars (accommodations, suitable location etc.) Also to assist other GMT members with seminar arrangements, meetings etc.
Travel Arrangements: The EA plan and coordinate travel arrangements for the executive, including booking flights, accommodations, transportation, and creating detailed itineraries.
Document Preparation: ensure that materials are well-prepared and aligned with the executive's style and preferences.
Confidentiality: Handling sensitive and confidential information is a crucial aspect of the role. The EA maintains discretion and confidentiality when dealing with sensitive matters.
Research and presentation: can conduct research on various topics, compile data, and prepare reports or summaries to assist the executive in making informed decisions.
Stakeholder Interaction: serve as a point of contact for internal and external stakeholders, relaying information, addressing inquiries, and maintaining positive relationships.
Gatekeeping: act as gatekeepers, managing access to the executive's time and attention, filtering information, and ensuring that the executive's priorities are maintained.
Office Manager main tasks:
Office management: Manage parcels and visitors creating a welcoming atmosphere, keeping up with office supply inventory, organize and maintain the office filing system. Also to maintain communication with vendors, service providers, and landlords.
Coordination: Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands.
Communication: Ensure timely communication regarding any updates on office related information. Support internal communication with various tasks
Budget responsibility: Manage office budget and order maintenance and supplies.
Office security management: The Office manager is responsible for ensuring the safety, security, and functionality of the office/site's physical environment. The role is managing the office's infrastructure, ensuring compliance with safety and environmental regulations, and handling general security measures.
Required Competence:
Outstanding organizational and time management skills.
High-level document management, including filing, organizing, and maintaining confidential records.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
Excellent verbal and written communications skills.
Ability to handle sensitive and confidential information with discretion.
Strong problem-solving abilities and analytical thinking.
Ability to multitask and prioritize projects in a fast-paced environment.
Experience with planning, coordinating, and executing various types of projects.
Fostering a positive office culture and promoting employee engagement.
Strong customer service skills to support both internal and external stakeholders.
Proven experience with project management, budget management, and event coordination.
Fluent in Swedish and English is required for daily communication.
French language proficiency is a plus (reading, writing and/or speaking).
Basic knowledge in Environmental act/regulations is considered as an advantage.
Considerable experience in a similar role.
Who You Are:
To thrive in this role, you love working with people and you enjoy working in a constantly evolving international company.
More about the position and how to apply:
Apply by EasyApply on LinkedIn.
We will be reviewing applicants ongoing. Icomera welcomes candidates from all backgrounds, and we value a diverse and inclusive work environment.
Icomera is an employer with a collective agreement with TechSverige. If you have questions to our local union representatives, you may contact them at
unionen@icomera.com or
saco@icomera.com.
Does this sound like an interesting challenge for you?
Apply today and join our team!
About Icomera:
Icomera is the world's leading provider of integrated connectivity solutions for trains, trams, buses, and coaches, serving millions of passengers and tens of thousands of vehicles on a daily basis. The IcoCrew now consist of 300+ employees globally. Icomera is headquartered in Gothenburg, Sweden, with main offices in the United States, Canada, the United Kingdom, Germany, France, Ireland, and Italy.
Så ansöker du Sista dag att ansöka är 2024-12-09
Apply by EasyApply on LinkedIn: https://www.linkedin.com/jobs/view/4083435350/?capColoOverride=true
Omfattning Detta är ett heltidsjobb.
Arbetsgivare Icomera AB (org.nr 556572-2864)
Odinsgatan 28 (
visa karta)
411 03 GÖTEBORG
Jobbnummer 9029003