Vacant job

The Swedish Defence University is an internationally leading institution within defence, crisis management, and security. We offer a unique academic environment where civilian and military worlds meet.

The Swedish Defence University is now seeking an engaged and professional Executive Secretary to work closely with our university leadership in their daily operations. Do you want to work in a dynamic and academic environment where you are at the center of the action? Do you thrive with many contact points in a fast-paced and varied operation? As an Executive Secretary, you will have a central role at the Swedish Defence University and become an important part of our organization. The role suits you if you enjoy a central and coordinating function with many contacts and want to work close to the university's leadership. You will handle administrative tasks, facilitate communication, and ensure that our processes run smoothly. Your service-oriented approach will contribute to a positive work environment and support our goal to thrive and grow together.

You will be part of the Leadership Support Unit within the Communications Department.

Job Responsibilities

As an Executive Secretary, you work closely with the University Board and the University Director to plan, coordinate, and structure daily leadership work. You are a qualified administrative support and serve as an administrative hub in the operation. You play a key role in creating structure and good planning in the work surrounding the University Board.

You are responsible for coordinating meetings and activities, managing calendars and travel planning, and ensuring that relevant materials, presentations, and decision documents are available for meetings and other activities. The role also includes administratively coordinating leadership meetings, including bookings, agendas, documentation, and minutes.

You act as an important contact point for both internal and external contacts and contribute to professional and effective communication. An important part of the role is also to prioritize incoming matters and structure the flow of questions and contacts to the university leadership, which requires a professional attitude and high service awareness. The role requires good judgment, integrity, and a high degree of independence.

Furthermore, you contribute to the planning and implementation of various development and coordination initiatives and project-manage certain assignments within leadership support.

Qualifications

We are looking for you who have:

• At least 2 years of experience in qualified administrative work in similar roles, such as Executive Secretary, Executive Assistant, or Chief of Staff support.
• At least a bachelor's degree in fields such as political science, law, or a related area, or other education/experience that the employer deems equivalent.
• Very good ability to express yourself orally and in writing in Swedish and English.
• Good knowledge of the Office suite and experience working in various digital systems, as well as experience with digital meeting bookings and conducting meetings in platforms such as Zoom or Teams.

It is meritorious if you have:

• Experience working in the public sector, especially within universities or higher education institutions, in a similar role.
• Experience in a similar role within the private sector.
• Experience in project management or coordination, for example, driving and developing administrative processes and/or coordinating meetings and decision flows.

Personal Qualities

We will place great emphasis on your personal qualities. To succeed in the role, you must have very good administrative skills, be structured, communicative, and service-oriented. You are meticulous and have high work capacity with the ability to handle several parallel tasks while maintaining quality, even during periods of high workload. A prerequisite for thriving in the position is that you are proactive and have an easy time staying one step ahead in planning and coordination. The role places high demands on teamwork, integrity, and good judgment. Furthermore, you are self-reliant, solution-oriented, and thrive in a role with many contact points and varied tasks.

To thrive with us, you need to be an engaged and present individual who wants to contribute to the Swedish Defence University's professional development, collegial collaborative culture, and social cohesion. It comes naturally to you to share your knowledge and contribute to creating a rewarding and good work environment.

About the Employment

This is a permanent full-time position starting with a six-month probationary period.

An employment at the Swedish Defence University may involve a security clearance for placement in a security class, which implies a register check and, in some cases, a security interview with the Swedish Security Service.

The employment may include war-time assignment. If you are already war-time assigned in your current employment at an authority and your competence is needed in the Swedish Defence University's war organization, a negotiation will take place between the relevant authority and the Swedish Defence University regarding where you should be placed.

Start Date

According to agreement.

Salary and Benefits

The Swedish Defence University applies individual salary setting.

Benefits for employees at the Swedish Defence University: https://www.fhs.se/om-forsvarshogskolan/jobba-hos-oss/formaner.html (https://www.fhs.se/om-forsvarshogskolan/jobba-hos-oss/formaner.html).

Application

The application should include a CV and a cover letter and be submitted via the Swedish Defence University's recruitment system by clicking the "Apply" link on the ad page.

In the cover letter, we ask you to explain why the position interests you, which of your skills and experiences are most relevant, and how you believe you can contribute in the role of Executive Secretary with us.

The complete application must be in the hands of the Swedish Defence University no later than the last day of application at midnight, CET/CEST (Central European Time/Central European Summer Time).

In cases where there is no gender balance, the Swedish Defence University may, in cases of equal or nearly equal qualifications among applicants, hire the applicant of the underrepresented gender.

Information:

For information about the employment, contact Communications Director Camilla Magnusson, [email protected] (mailto:[email protected]).

During the period July–August, the possibility to answer questions about the employment is limited due to holidays. Feedback will be provided as soon as possible, but answers may in some cases be delayed until after the holiday period.

We welcome your application by August 9, 2026!

For contact with the trade unions at the Swedish Defence University, email [email protected], OFR/[email protected], and OFR/[email protected]. We decline offers of recruitment and advertising assistance due to public procurement regulations.