About this role
Are you an experienced administrator with a knack for structure, service, and precision? We are seeking a Senior Administrator/Executive Assistant for a long-term assignment in Stockholm where you will play a central role in supporting management and projects in a societally critical organization.
About the Role
As an Administrator/Executive Assistant, you will have a broad and varied role focused on creating structure, facilitating the daily work of management, and contributing to efficient processes within the organization. You will become an important part of a professional team working on planning, coordination, and administration related to management projects, business development, and project support.
You will handle everything from documentation and meeting coordination to budget follow-up, minute-taking, and contact with internal and external stakeholders.
Primary Responsibilities
• Manage documentation and record-keeping
• Book meetings, travel, and conferences, both nationally and internationally
• Serve as intranet editor and manage internal communication
• Coordinate training and internal workshops
• Manage minutes and meeting documentation for decision-making forums
• Handle invoice management, orders, and administrative flows in the self-service portal
• Coordinate meetings, vendor contacts, and departmental activities
• Support section and department heads in daily work
• Contribute to project administration and security classification management (SUA/SSB)
• Create and maintain distribution lists and training registers (SABA)
Candidate Profile
To succeed in the role, we are seeking candidates who have:
Post-secondary education in administration, economics, HR, or equivalent experience
Minimum 8 years of experience as an executive assistant or administrator in a qualified and coordinating role
Minimum 5 years of experience with MS Office (Excel, Word, PowerPoint, Outlook)
Minimum 5 years of experience documenting and taking minutes for steering group meetings or similar
Minimum 5 years of experience communicating with internal and external stakeholders, e.g., project managers, clients, and stakeholders
Fluent language skills in Swedish and English, both spoken and written
Preferred Qualifications
• Experience with business development or process improvements
• Experience from the public sector or other critical societal operations
• Experience as an executive assistant or administrator in the energy sector
Personal Characteristics
We are looking for someone who is structured and detail-oriented, accustomed to handling multiple tasks simultaneously, and who thrives in a dynamic environment. You are communicative and service-minded with high integrity, self-driven but also a team player who appreciates collaboration.
Practical Details: Location: Stockholm (Sundbyberg) Remote Work: Yes, up to 50% Assignment Period: January 6, 2026 – January 30, 2028, with possibility of extension until 2030. Application Deadline: November 14, 2025
Security Screening
As the assignment involves work in a critical societal operation, security screening and background check are required before assignment start.
Sway Sourcing is an innovative recruitment partner specializing in matching the right talent with the right company – quickly and efficiently. Our main focus is on Finance, Administration, HR, Marketing, and IT, but we also have the broad expertise and flexibility required to deliver tailored recruitment solutions across all industries.
Despite being a relatively new player, we have already built trust with many of Sweden's largest companies and work both nationally and internationally. With bases in Sweden and Spain, we offer a unique combination of local expertise and global reach. Our strong network and deep industry insights make us the natural partner for companies wanting to stay a step ahead in their recruitment.