Vacant job

About the Role

We are looking for an efficient and service-oriented assistant to the Head of Mission. This role involves broad responsibilities in administration, coordinating meetings and logistics, as well as handling communication. You will play a key role in ensuring that the Head of Mission's daily work runs smoothly and that all official visits and events are conducted professionally.

Key Responsibilities

• Manage and coordinate the appointments and agenda of the Head of Mission, and official visiting delegations. Arrange meetings and prepare all relevant documents and required materials.
• Maintain and update lists of prominent figures, national events, and send out invitations, congratulations, and condolence letters in a timely manner.
• Coordinate internal and external meetings and official visits by the Head of Mission, and coordinate logistical and security arrangements in coordination with relevant bodies within and outside the Mission.
• Organize and coordinate meetings, conferences, and official events; Attend as required and prepare relevant documentation and record meeting minutes when necessary.
• Welcome visitors in a friendly and professional manner, guide them, and answer their phone calls.
• Prepare correspondences, reports and notes of the Head of Mission and provide simple translation and interpretation if required.
• Organize and track travel arrangement and ticket bookings and carry out all logistic procedures concerning the Head of Mission in coordination with relevant bodies within and outside the Mission.
• Receive the daily mail and present it to the Head of Mission, follow-up his directives in terms of circulating such mails to the concerned stakeholders.
• Classifying, indexing and keeping documents and papers in a systematic manner ensuring and help facilitating their retrieval.

Requirements and Qualifications

• Bachelor's degree in Business Administration or Executive Secretarial.
• Fluency in both Swedish and English.