Executive Assistant & Office Manager

Cavotec is a leading engineering company with 50 years of heritage in innovation, designing and delivering advanced connection and electrification solutions that drive the decarbonisation of ports and industrial applications. With five decades of experience, our systems ensure safe, efficient, and sustainable operations for a diverse range of customers and applications worldwide.

Summary:

We are seeking a highly organized, proactive, and detail-oriented 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

The Role:

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 with Branded Apparel and exhibitions

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

Requirements:

• Bachelor’s degree
• Proven experience as an Executive Assistant supporting senior leadership in a multinational environment
• Strong 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

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

Please attach your updated CV in English to your application.

Additional Information:

Cavotec is proud to be an Equal Opportunity and Diversity Employer. We believe in equal opportunities, inclusive workplaces, and equal pay for equal work. We welcome qualified candidates from all backgrounds and make employment decisions based solely on skills, experience, and performance. Diversity drives innovation and strengthens our global team.