Ref: 20260025

Job Responsibilities

Are you an organizer who enjoys making things happen? As a planning secretary, you will be the spider in the web that holds meetings, processes, and collaborations together. A role for you who thrives on responsibility and variety.

About the Role

As a planning secretary, you have a central role in creating structure and efficiency within the department. You work systematically to coordinate workflows and ensure that our activities and processes are value-creating and of high quality.

The role includes a wide range of tasks. You serve as an important support to the department's management team and especially to the department head. This means you prepare and book meetings, planning days, and refreshments, write minutes, produce materials and presentations, and prepare various types of cases. You are a key person in creating structure and facilitating management's work.

In addition to management support, you are responsible for supporting the department by coordinating and planning department-wide events, leading working groups, and coordinating collaboration meetings, sometimes independently and sometimes together with colleagues in the unit. You also handle some administrative and investigative tasks, such as the release of public documents, referrals, and various types of investigations. The role involves many internal and external contacts, which places high demands on your ability to create and maintain good relationships.

We are looking for someone who is practical and action-oriented, with the ability to quickly understand new situations and handle them in a solution-focused manner. You are well-organized, unpretentious, and proactive, with a structured approach that allows you to use your time effectively and keep track of deadlines and milestones. Your ability to build trust and sort information from various sources is crucial, as is your skill in building and maintaining good relationships. You enjoy collaboration and find it easy to create sustainable networks, both internally and externally.

Qualifications

For this role, a university degree equivalent to at least 180 credits in social sciences, political science, or another direction deemed relevant by the employer is required. You have at least one year of work experience from similar work, and it is an advantage if you have experience from a politically governed organization. We expect you to have good knowledge of the Office package, experience in preparing cases, as well as planning and coordinating assignments and investigations. You express yourself very well in Swedish, both orally and in writing.

About the Workplace

The position will be located in the municipal engineering unit for development and operational support. The unit consists of eleven employees with different specialist competencies that support the department's managers in matters related to operational systems, operational development, contract management, goal management, information management, digitization, environment, work environment, etc.

We currently have over 750 employees at Municipal Engineering and generate approximately 1 billion kronor in revenue. The department consists of five units: property, landscape maintenance, landscaping, service, and development and operational support.

Municipal Engineering aims to meet the need for a well-functioning urban environment and offers locally environmentally adapted and economically efficient comprehensive solutions for operation, maintenance, and care within streets, parks, and properties, as well as preparedness and technical service.

The Service Administration is divided into five departments and offers everything from transportation services to IT services and responding to citizens in Malmö City's contact center. We maintain streets, parks, green areas, and beaches, manage all buildings of Malmö City, and ensure that our school students receive good and nutritious food. Together, we are a smart service partner to the city.

Malmö City's operations are organized into 14 administrations. Our common mission is to create welfare and sustainable community development. Together with the residents of Malmö, we develop an even better city to live, work, and be in; differences, life experiences, and talents make Malmö a smart city in the heart of Europe. The world's knowledge is here.

Read about Malmö City as an employer malmo.se/jobb (https://malmo.se/jobb)

Information about the Position

Employment Type: Permanent
Scope: Full-time
Number of Positions: 1
Start Date: By agreement

Other

At the Service Administration, we have a common leadership strategy to promote good leadership for you as an employee and a good operation for the residents of Malmö. We want both our employees and leaders to have a good working environment and develop with us. Read more about the leadership strategy here.

Malmö City strives for employees to reflect the diversity that exists among the population. We therefore welcome applicants who can contribute to our ability to meet the needs of Malmö's residents.

Please note that Malmö City has removed the personal letter from the application process and replaced it with selection questions, this for a more inclusive recruitment process and an efficient candidate experience for you applying for a job with us. Your answers will be an important part of our selection work.