A Project or Program Administrative Assistant provides administrative assistance to a program team or project management team. Organizes files and assists with record keeping and data base management. Manages team calendars and helps to organize meetings and events. Provides administrative support for program activities, financial reports and budgets, grants or project proposals; may help to arrange travel.
Monday - Friday 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 highly 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. Profile Highly organized and detail-oriented coordinator who thrives on structuring work and improving administrative processes. Friendly, accessible, and service-minded communicator able to build trust with senior leaders, teams, and external partners. Comfortable working on-site in a visible front-office role and managing multiple concurrent requests with a calm, proactive approach. Discreet and professional when handling confidential information, with good judgment and a solutions-focused attitude. Required Skills & Experience 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. 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 Strong proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel). Comfort using procurement, HR, and financial systems. Familiarity with project-focused information pages, internal collaboration platforms, and basic event/room-technology troubleshooting skills is beneficial. 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.
