Executive Secretary to the Army Staff

Do you want to work at the center of events and contribute directly to Sweden's defense capability? As an executive secretary in the support to the Chief of Army and Deputy Chief of Army, you will have a trusted key role. You create structure, drive priorities, and ensure that the leaders are always well-prepared – in an environment with high demands, fast pace, and extensive national and international contacts.

One of the Army Staff's (AST) focus areas is to build the new army. An army that focuses on the army's capability in the field and in this, build new as well as restructure existing units. At the same time, the Army Staff leads units both nationally and internationally. The Army Staff develops and manages the army's war units and subordinate organizational units consisting of units and schools. The above, combined with the continued establishment of the Army Staff as a cohesive and unifying force, makes the tasks very varied, developing, and dynamic. We are all solution-focused and take our tasks and responsibilities with great commitment where EVERYTHING for the army is our driving force. The Army – when and where it matters!

About the Department

The Army Staff is continuously developing, as is the support to the staff department. The staff department consists of the sections Executive Support, Security, Expedition, HR, International Relations, and Communication, as well as the functions IMO, IT, and Finance. The staff department acts as support to the Army Leadership, the Army Staff's management, and other departments within the Army Staff.

Main Responsibilities

• Lead and ensure the quality of the executive support's flows regarding: calendar prioritization, invitations, case and email management.
• Ensure decision and meeting materials: order, compile, and language review materials.
• Plan, coordinate, and support various meetings, visits, and conferences (national/international), including logistics, travel, minutes, and action follow-up.
• Be the operational contact point towards units, authorities, organizations, and international counterparts.
• Develop routines, annual cycles, and administrative processes for increased precision and pace.

Qualifications

• At least a high school education or equivalent relevant experience.
• At least 3 years of documented experience in qualified executive support/administrative coordination in complex operations according to the employer's assessment.
• Very good ability to express yourself verbally and in writing in Swedish and English.
• Very good proficiency in Microsoft Office Suite (Outlook/Word/Excel/PowerPoint) and meeting/conference administration.
• Good experience in handling meetings, minutes, documentation, and administration. Experience in independently planning and conducting meetings and conferences.
• Experience working as management support or similar.
• Driver's license B.

Meritorious

• Experience from the Armed Forces or another government agency.
• Familiarity with case and document management systems as well as travel/visit coordination in a public environment.
• Experience in minutes, ceremonies, and international contacts.
• Experience with SAP (PRIO).
• Experience with the Armed Forces' documentation system (VIDAR).

Your Personal Qualities

You are judicious, confident, and service-oriented with high integrity and a clear security mindset. You have the ability to work both independently and collaboratively with colleagues. In contact with others, you are attentive and trust-building. You work proactively, are solution-oriented, and seamlessly switch between operational detail precision and tactical overview. Great emphasis is placed on personal suitability.

For the agency's mission to be successful, it is assumed that all employees act according to the values that exist. The Armed Forces' values uphold the equal value of all people, justice, and equality and promote democracy and human rights (read more at www.forsvarsmakten.se (http://www.forsvarsmakten.se)).

For information about the position:

C Executive Support, Anders Persson, can be reached via the switchboard 0171-157000

For information about the recruitment process:

HR Generalist Annalina Jansson can be reached via the switchboard 0171-157000

Union Representatives

AST OF: Tobias Brandt
OFR/S: Claus Dehlin
Saco-S: Karin Gällmo
SEKO: Ulrica Lundh
Union representatives can be reached via FM switchboard 0171-157000

Other Information

Position level: Civil
Employment form, employment degree: Permanent, full-time, starting with a six-month probationary period if you are not already employed within the Armed Forces
Work location: Enköping
Start date: By agreement
Your application should include a CV and a cover letter (max 1 page) where you motivate why you are suitable for this position.
In this recruitment, continuous selection is applied, which means that interviews may begin during the application period.
Welcome with your application by 2025-12-08.

Applications for this position will only be accepted via the Armed Forces' website.