Executive Assistant to the Municipal Director

We are looking for a highly experienced Executive Assistant, Chief Assistant, or Executive Secretary at a high level for the Municipal Director.

• Scope: Full-time 100%
• Start: Immediately
• Duration: 6-9 months (during a recruitment process)

You will be employed by Poolia but will work at our client's location in southern Stockholm.

About the Position

During a recruitment process, the client is looking for a temporary solution that can start immediately.

Your Main Responsibilities

The assignment concerns a full-time role as Chief Assistant. The role is placed in the client's staff within the municipal executive administration and involves close and trustful collaboration with the Municipal Director as well as central support to the municipal group's management team.

The Chief Assistant acts as the Municipal Director's extended arm and is responsible for ensuring a well-planned, efficient, and sustainable everyday life for the Municipal Director. The assignment includes both strategic and operational support and requires a high degree of independence.

Main Areas of Responsibility:

• Planning, coordination, and administrative support to the Municipal Director and the municipal group's management team
• Advanced calendar management, meeting booking, and prioritization support in a complex and changing everyday life
• Handling communication and correspondence, including the role of gatekeeper
• Annual and meeting planning based on the organization's annual wheel
• Ongoing collaboration with elected representatives and high-level officials
• Handling confidential information and support in decision-making and preparation processes
• Acting as an enabler, sounding board, and requirement setter in the Municipal Director's daily work

The role operates in the intersection between politics and the civil service organization and provides insight into the democratic process. The pace is occasionally high and the assignment requires judgment, flexibility, and the ability to quickly adapt.

Who Are You?

To be considered for the role, you need to meet the following criteria:

Formal and Professional Requirements

• Documented experience as an Executive Assistant, Chief Assistant, or Executive Secretary at a high level
• Experience from larger and complex organizations, preferably in the public sector or politically governed operations
• Very good administrative skills
• Excellent knowledge of Swedish, both spoken and written
• Very good knowledge of Office 365

Meritorious

• Relevant further education, such as in the Executive Assistant role (e.g., Masterclass for Executive Assistants)
• Experience working closely with political leadership or elected representatives

Personal Competencies

• High integrity and experience handling confidential and sensitive information
• Excellent communication skills and relationship-building approach
• Strong organizational and planning skills with a pronounced sense of order
• Solution-oriented, courageous, and unpretentious
• Ability to stay one step ahead, read needs, and act proactively
• High stress tolerance and ability to prioritize in a high information flow
• Strong service and enabling mentality focused on creating the best possible conditions for the manager's assignment

About the Organization

Does this sound like an assignment that could suit you? If so, please apply directly :) Very short response time and selection is ongoing. The position may be filled before the application period has ended.

Welcome!