Job Responsibilities

Do you want to work closely with management and contribute to a well-functioning operation?

As an Executive Assistant within the Social Services Administration's "Combined Resources" department, you will play a central role in relieving the manager of administrative, coordinating, and operationally close tasks. Your work enables clear leadership and contributes to an efficient and high-quality operation.

The assignment includes support within:

Personnel administration
Staffing and planning
Economics
Communication and coordination

You work in close collaboration with the unit manager and function as a key person in the daily operations of the business.

We are currently looking for an Executive Assistant with the main assignment towards the unit manager within the HSL organization, who is also the business manager for HSL. The role also includes supporting other businesses together with the department's six other executive assistants.

As an Executive Assistant, you handle several parallel tasks, which requires good structure, prioritization skills, and the ability to deliver within set timeframes. Your tasks include, among other things, scheduling, staffing, and ongoing administrative tasks related to the business.

You have daily contact with the unit manager, colleagues, licensed personnel, HR administrators, and other support functions. You are part of a group of executive assistants within the Combined Resources department, whose task is to ensure the administration's combined support needs so that the core business can meet the needs of the citizens.

The department is responsible for:

Registry, archives, and handling of incoming documents
Fee and invoice management
Purchasing and procurement
Alarm and welfare technology
System administration
Schedule and staffing

Today, the department consists of 12 employees, of whom six are executive assistants. A development process is underway regarding the executive assistant organization, where you will have the opportunity to contribute to shaping a modern and sustainable future structure with high quality in delivery.

Main Responsibilities

Plan and staff during absence or according to the unit manager's decision
Coordinate holiday planning in dialogue with the manager
Draw up employment contracts and order permissions and licenses
Coordinate induction of new employees
Administer payroll data
Handle purchases
Support the manager in economic follow-up
Coordinate meetings and training
Be a support in internal and external communication
Participate in business development and improvement work
Perform other tasks related to the assignment

Qualifications

We are looking for you who have:

Relevant education in areas such as administration, HR, economics, or other education/experience considered equivalent
Experience in administrative work, staffing issues, scheduling, and working time issues
Very good knowledge of Swedish, both in speech and writing
Very good knowledge of the Office package

It is meritorious if you have:

Experience with support systems such as TimeCare, WinLas, and Personec P
Experience working within HSL operations

Personal Qualities

To succeed in the role, we see that you are:

Self-initiating, structured, and responsible
Result-oriented and have good ability to plan, prioritize, and keep timeframes
Flexible and solution-focused in a business where conditions can change quickly

You have a professional approach and a service-oriented attitude. You enjoy collaborating, are socially secure, and have an easy time building trusting relationships. In your communication, you are clear, receptive, and engaged, and you adapt your message to the situation and recipient.

Salary: Monthly salary.
Employment type: Permanent position.
Duration: Permanent.
Working hours: Shift schedule.

To become eligible for employment in Åstorp Municipality, you must provide an extract from the police record.

OBS! We plan to hold interviews on Tuesday and Wednesday (23+24/6) in the afternoon during week 26.

In connection with the recruitment process, we have taken a stand regarding different recruitment channels and marketing; therefore, we expressly decline contact with media sellers, recruitment sites, or similar.