Project Assistant

Project Assistant

Description

The Project Assistant plays a central operational role in the Transformation Office, ensuring that project leaders and teams can focus on delivery by managing administration, logistics, and information flows. This front-office position provides highly accessible, practical coordination across internal teams and external stakeholders to keep a large transformation program running smoothly and professionally.

Key Responsibilities

• Organize, schedule, and administer internal and external meetings, ensuring calendars, rooms, and technical equipment are prepared and functioning.
• Coordinate logistics for conferences, face-to-face events, and internal gatherings, including supplier management and on-site planning.
• Act as the primary practical contact for onboarding and relocation: arrange accommodation, coordinate IT ordering, prepare workstations, and facilitate site tours.
• Maintain and update document repositories, signature workflows, and filing/archiving processes to ensure traceability and compliance.
• Support communication of administrative updates (office procedures, site access, pool cars) across the project organization and maintain distribution lists.
• Develop and improve administrative routines, templates, guidelines, and best practices to create consistent, efficient workflows.
• Coordinate with HR, IT, site services, office support, and procurement to resolve practical issues and follow up on ongoing matters.
• Manage small budgets and procurement activities related to events and office needs within approved limits.
• Act independently within defined procedures to schedule, modify or cancel meetings and coordinate suppliers and internal stakeholders.

Profile

• Highly organized and detail-oriented coordinator who thrives on structuring work and improving administrative processes.
• Friendly, accessible, and service-minded communicator able to build trust with senior leaders, teams, and external partners.
• Comfortable working on-site in a visible front-office role and managing multiple concurrent requests with a calm, proactive approach.
• Discreet and professional when handling confidential information, with good judgment and a solutions-focused attitude.

Required Skills & Experience

• Broad administrative experience in assistant, coordinator, or office support roles, preferably in project-based or transformation environments.
• Strong planning and coordination skills with demonstrated ability to organize events, meetings, and onboarding activities.
• Excellent communication skills in Swedish and English, both written and verbal.
• High digital literacy in Microsoft 365 and comfortable learning and supporting business systems (procurement, HR, financial systems).
• Ability to manage documentation, signatures, and archiving with attention to governance and compliance.
• Valid B driving license and ability to be physically present and accessible on site.

Nice to Have

• Experience in a global listed company or large-scale transformation program.
• Background in onboarding coordination, relocation support, or office/camp management.
• Post-secondary education in administration, coordination, or a related field.
• Familiarity with project support tools or specific systems used for transformation programs.

Deliverables & Success Metrics

• Well-organized and efficiently run meetings and events with high satisfaction from stakeholders.
• Timely onboarding and relocation arrangements resulting in ready workstations and access before new hires start.
• Accurate, accessible, and compliant document repositories, signature records, and archiving procedures.
• Consistent administrative routines, templates, and guidelines adopted across the Transformation Office.
• Responsive support service levels measured by turnaround times, stakeholder feedback, and low incidence of administrative issues.

Tools & Technologies

• Strong proficiency in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel).
• Comfort using procurement, HR, and financial systems.
• Familiarity with project-focused information pages, internal collaboration platforms, and basic event/room-technology troubleshooting skills is beneficial.

This is an opportunity to work in a visible, impactful operational role that supports large-scale change and offers exposure to cross-functional processes and leadership.