Executive Assistant & Office Manager

Join Cavotec and help shape the future of sustainable industry.

At Cavotec, we develop innovative electrification and automation technologies that make ports and industrial operations safer, cleaner, and more efficient.

With over 50 years of engineering excellence and a global presence, we are driving the energy transition by delivering solutions that support decarbonisation and operational efficiency for customers worldwide.

If you're looking for an international environment where engineering expertise meets innovation and customer focus, we'd love to hear from you.

Your mission

As an Executive Assistant to support the CEO and the Corporate Management Team (CMT) on an ad-hoc basis, while also overseeing office management operations in our Stockholm office. This hybrid role requires multitasking abilities, discretion, and a strong sense of ownership. In particular:

• Provide administrative and organizational support to the Group CEO and the Management Team
• Plan, coordinate and manage complex travel plans for CEO and Management Team
• Maintain office efficiency, oversee day-to-day operations of the Stockholm office
• Organization Corporate Events

Key Responsabilities:

Executive Support

• Plan and manage daily, weekly, and long-term executive agendas
• Ensure alignment of priorities and efficient time management
• Coordinate board meetings, leadership offsites, and strategic sessions
• Track deadlines, deliverables, and key milestone
• Prepare and manage Board and Executive Team yearly calendar
• Act as a liaison between executives and internal/external stakeholders
• Handle confidential information with professionalism and discretion
• Support to Marketing department
  

Travel Planning and Event Management

• Organize domestic and international travel arrangements for CEO and Management Team Members
• Manage end-to-end travel logistics: flights, accommodation, visas, transfers, and itineraries
• Prepare detailed travel agendas and contingency plans
• Handle travel expenses and reimbursements in compliance with company policies
• Event planning in collaboration with HR and Marketing for internal and external staff, facility coordination, on-site support, and contacts with suppliers and order processing
• Support executive participation in conferences, panels, and public engagements
• Ensure high-quality execution aligned with company brand and standards
• Event planning and execution in collaboration with other departments
• Manage event budget, timelines and resources
• Select and negotiate with vendors
• Coordinate logistics such as participants transportation

Office Management

• Oversee day-to-day operations of the Stockholm office
• Ensure a well-functioning, organized, and welcoming workplace
• Manage office suppliers, vendors, and service providers
• Coordinate facilities and maintenance
• Support local onboarding of new employees (workspace, equipment, access)
• Plan and execute internal events, team activities, and company meeting
• Welcome guests and customers, in person or on the telephone, answering or directing inquiries when required

What we are looking for:

• Bachelor’s degree
• 3-5 years previous experience as an Executive Assistant
• Experience in office management and corporate event planning
• Swedish and English mother tongue or fluent
• Flexible, adaptable, and able to work in a fast-paced environment
• High level of discretion, integrity, and professionalism
• Familiarity with travel booking systems and expense management tools (Rydoo, AMEX)
• Administrative and Organizational skills

Our commitment

At Cavotec, we believe that innovation starts with people.

We are committed to fostering an inclusive workplace where diverse perspectives are valued, talent is developed and every individual can make a meaningful impact.

If you are passionate about engineering, innovation and sustainability, join us and help build the technologies of tomorrow.

Additional information / How to apply

Interested in joining Cavotec?

Please submit your updated CV in English through our Careers page or LinkedIn https://www.linkedin.com/jobs/view/4403215164

Only candidates whose qualifications closely match the requirements will be contacted.

Candidates not in line with the requirements will not be considered.

Please attach your updated CV in English to your application.