Executive Secretary to FOI

FOI, the Total Defence Research Institute, is one of Europe’s leading institutes for applied research in defense and security. FOI is an authority under the Ministry of Defence, tasked with conducting research, method and technology development, and investigations for total defense, as well as supporting disarmament, non-proliferation, and international security. Our operations are conducted on behalf of primarily the Government Offices, the Swedish Armed Forces, the Swedish Defence Materiel Administration (FMV), and the Swedish Civil Contingencies Agency (MSB). At FOI, we have approximately 1400 employees, of which over 1000 work directly with research and development. Our competencies span the entire field from natural sciences and technology to social sciences and political science.

Are you a person with a strong service mindset? Do you want to create good conditions for the work of top management? If so, you might be the one we are looking for.

What do you contribute to our work?

In the role of Executive Secretary, you will provide support and service primarily to the Director General and the Deputy Director General by planning and coordinating meeting activities (e.g., board meetings, management group meetings, presentations, and external visits). The role also includes supporting other central management functions within the authority to some extent.

Your tasks will include daily service, such as calendar administration, phone contacts, correspondence, travel administration, and compiling materials for decision preparation and referrals. You will also be the host for national and international visitors.

Do you have the competence profile we need?

Requirements

For this role, we see that you have a relevant educational background at least at the high school level. You need to have several years of experience working as a secretary to top management in a similar organization. Since the role involves contacts with both managers and employees at FOI, as well as national and international visitors, you must have a good ability to express yourself in speech and writing in both Swedish and English. You are an experienced user with good knowledge of the MS Office suite.

Meritorious

If you have similar experience from public sector work, primarily in a government agency, we consider it an advantage. It is also beneficial if you have worked in any financial system.

To thrive and perform well, you need to be outgoing, good at collaborating, and have a high service mindset. You have the ability to maintain an overview and a structured approach, staying one step ahead and identifying what needs to be done. You are responsive and adaptable when conditions change and new situations arise. You are expected to make independent decisions within given frameworks and participate in the work of developing processes and methods for the authority's management support organization.

The role requires an outgoing person with a high service mindset. As our authority is in an expansive phase, it is crucial that you are accustomed to handling many different tasks simultaneously and can manage a high pace.

Finally, personal maturity, judgment, and integrity are important qualities in this role, and you need to be prepared to handle confidential documents.

We place great importance on your personal qualities during the selection process.

What do we offer you?

At FOI, you will have the opportunity to work on issues that are important for both total defense and society as a whole. Together with others, you will have the chance to create new perspectives and solutions to complex issues and see the results realized with our clients. Your expertise contributes to making important societal functions, such as the Swedish Armed Forces and the Swedish Civil Contingencies Agency, more effective, knowledgeable, and stronger in their respective areas.

You will be part of the Executive Management Support team. The position is a permanent employment located in Kista, which may start with a six-month probationary period.

We consciously work towards a sustainable and inclusive work environment with a good balance between work and private life. In addition, we offer a range of benefits. Read more about what it is like to work with us: https://www.foi.se/jobba-hos-oss.html (https://www.foi.se/jobba-hos-oss.html)

Do you want to be part of finding the answers for a safer world?

Welcome with your application in the form of a CV and a cover letter via the application button no later than April 13, 2025.

For more information about the position, please contact senior advisor Niclas Karlsson. Union representatives are David Sundell (Saco-s) and Magnus Lindström (OFR/S-ST). All can be reached at 08-555 030 00.