Executive Assistant & Office Manager - 6 Month Fixed Term Contract

Location: Stockholm

We are looking for a Executive Assistant to support two Partners and one Managing Director in our Stockholm office, and to run the office day to day. You will manage busy diaries, travel and expenses, act as a trusted point of contact for clients, and keep the office running smoothly. Working across three senior stakeholders, you will communicate clearly, act swiftly and solve complex problems with little or no guidance, freeing the team to focus on the business.

EXECUTIVE SUPPORT

Proactively manage the diaries of two Partners and one MD, balancing competing priorities and communicating updates promptly

Coordinate travel, accommodation and itineraries, and book and reconcile expenses accurately

Act as point of contact for clients, prospective clients and their PAs, building strong relationships in person and by phone; respond to emails on the team's behalf where required

Produce accurate notes from meetings and calls, and prepare emails, letters, proposals and presentations to house style using MS Office

Work with each executive to identify key priorities and opportunities, and build a solid understanding of GP Bullhound's ethos, sectors and services to support client meetings and events

Keep contacts and business activity up to date in Outlook and the firm's CRM

OFFICE MANAGEMENT

Keep the entrance, reception, meeting rooms, open-plan areas and kitchen clean, organised and client-ready; welcome and manage internal and external guests

Act as main contact for the landlord, suppliers and third parties; work with the accountants to pay office bills as approved by the Partners

Oversee health and safety, including acting as First Aider and Fire Warden

Maintain office equipment and supplies (stationery, printing and binding materials) and handle filing, binding and photocopying

Screen incoming calls, mail and emails, dealing with or redirecting them as appropriate, and answer routine queries

TEAM SUPPORT

Collaborate with the firm's EA team and Office Managers in other offices, and cover for colleagues during holidays, absence or peak workload

Take part in team meetings and projects, continuously challenge systems and processes, and propose improvements

ABOUT YOU

Proven EA and office management experience supporting C-suite executives

Advanced MS Office skills (Outlook, Word, Excel and PowerPoint)

Excellent written and spoken corporate English, with a high standard of accuracy and presentation

Proactive, highly organised and discreet, with the confidence to build effective relationships at every level