Vacant job

Do you want to work closely with the management in a company in the midst of exciting development? Luleå Port is now looking for an Executive Assistant who wants to contribute to creating structure, pace, and quality in the daily work.

Luleå Port is an important part of the region's development and is facing major investments related to the industry's transition. We are in an expansive phase where many development projects are ongoing simultaneously, and our operations are growing.

Here, you will work in an organization where a lot is happening – and where you have the opportunity to make an impact.

About the role

As an Executive Assistant, you play a central role in creating structure and ensuring that daily operations run smoothly. You work closely with the CEO and the management group, serving as a key support in day-to-day activities.

You contribute to ensuring that planning, meetings, and follow-ups maintain high quality and that the right things happen at the right time. The role also includes support in board work, where you participate in coordinating materials, planning, and administration for board meetings.

The role is new and will be shaped together with the CEO and HR Manager.

You report to the HR Manager.

Main responsibilities

• Plan and coordinate meetings, calendars, and activities
• Prepare presentations, reports, and decision-making materials
• Support management and the CEO with administrative tasks in daily work
• Coordinate the management's work and annual calendar (invitations, agendas, minutes, and follow-ups)
• Prepare and administer board meetings (invitations, materials, minutes, and follow-ups)
• Take minutes/record decisions and follow up on outcomes
• Handle internal and external contacts in a professional and trust-building manner
• Support in projects and other tasks as needed
• Contribute to developing and simplifying working methods and routines

What we are looking for

We are looking for you who have a natural drive to facilitate for others and who thrive on staying one step ahead. You are structured, perceptive, and have a good ability to create order even when the pace is fast.

You build trust in your contacts and have a professional and considerate approach in collaboration with others.

As a person, you are:

• Independent and proactive
• Detail-oriented and organized
• Flexible and solution-oriented
• Discreet with high integrity
• Collaborative and confident in various contact areas

Qualifications

• Experience in a similar role, such as Executive Assistant, CEO Assistant, or qualified Administrator
• Very good knowledge of Swedish and good English
• Very strong administrative skills and experience handling documents, meetings, decision materials, and follow-ups
• Ability to work in a structured manner and ensure quality in administrative processes
• Good digital proficiency and experience with the Office suite

Merits

• Experience working closely with management or in a larger organization
• Experience with board work or handling board administration
• Experience working in an organization with certified management systems or document-controlled processes
• Knowledge of quality work, governing documents, and business development

The position is a permanent employment. We apply a six-month probationary period, starting as agreed.

This recruitment process is handled by StudentConsulting. If you have any questions about the position, you are welcome to contact Henna Vaalto via email: [email protected] (mailto:[email protected]). Please note that feedback in the recruitment process may take slightly longer than usual during the holiday season.

We look forward to receiving your application!