Office Assistant/ Receptionist - 12 month FTC

Description & Requirements

Office Assistant

Stockholm

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world's best places to work. We are currently the top ranked consulting firm on Glassdoor's Best Places to Work list and have earned the #1 overall spot a record seven times. Extraordinary teams are at the heart of our business strategy, but these don't happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally.

WHO YOU'LL WORK WITH

You'll join our Office Services team in Stockholm, a collaborative team responsible for creating a welcoming, professional, and well-organized environment for our colleagues, clients, candidates, and visitors.

You'll work closely with the reception team and colleagues across the office, as well as external suppliers and service providers. You'll be a highly visible presence throughout the office, helping ensure our workplace runs smoothly and consistently delivers an excellent experience.

WHERE YOU'LL FIT WITHIN THE TEAM

As an Office Assistant, you'll play an important role in the day-to-day operations of our Stockholm office. Your primary focus will be ensuring our meeting rooms, common areas, kitchens, workspaces, and other shared facilities are organized, well equipped, and ready for use.

This is a hands-on role for someone who enjoys taking initiative. Rather than waiting for something to be raised, you'll proactively identify what needs attention and take action to resolve it.

You'll also support our reception function, stepping in to provide reception coverage when required, and help with client meetings, interviews, events, new joiners, and other office activities.

WHAT YOU'LL DO

Keep Our Office Running Smoothly

• Proactively monitor meeting rooms, workspaces, kitchens, common areas, reception, and other shared facilities throughout the day
• Ensure spaces are tidy, welcoming, well organized, and appropriately stocked
• Prepare and reset meeting rooms before and after internal meetings, client visits, and interviews
• Monitor office and kitchen supplies and place orders in line with agreed budgets and guidelines
• Ensure office equipment such as coffee machines and printers is working effectively, resolving minor issues or coordinating external support when required
• Work with cleaning contractors, suppliers, and other service providers to resolve day-to-day issues
• Participate in the Stockholm Crisis Management and Fire Warden team

Support Reception & Visitors

• Provide reception coverage during breaks, absences, and other periods as needed
• Welcome clients, candidates, and other visitors in a warm and professional manner
• Answer incoming calls and respond appropriately to requests
• Arrange couriers and taxis
• Manage meeting room bookings and coordinate catering requirements
• Understand office security, keys, access systems, alarms, and safety procedures and provide guidance to colleagues when required

Support Meetings, Interviews & Events

• Prepare rooms and facilities for client meetings, interviews, and internal activities
• Coordinate catering, including lunches, dinners, breakfasts, and refreshments
• Support printing, binding, and other meeting preparation when required
• Assist with recruiting, marketing, and other office events
• Provide occasional support outside regular office hours when required for events or other activities

Welcome New Colleagues

• Support the onboarding of new joiners and employees transferring into the Stockholm office
• Conduct office tours and help new colleagues become familiar with the workplace
• Help create a welcoming and seamless first experience in the office

Coordinate Suppliers & Office Support

• Build effective working relationships with external suppliers and vendors
• Coordinate with contractors and service providers to maintain a high-quality office environment
• Provide basic support with technology and equipment in meeting and conference rooms

ABOUT YOU

You're someone who notices the details others might miss and enjoys creating a great experience for the people around you. You're comfortable taking ownership of your work, responding quickly when priorities change, and getting things done in a busy environment.

You'll bring:

• Previous reception experience and a strong hospitality and service mindset
• Fluency in Swedish and English, both written and spoken
• Strong communication and interpersonal skills
• Good organizational skills and the ability to manage tasks accurately and efficiently
• A proactive approach and confidence taking initiative without waiting to be asked
• Strong attention to detail and high standards for quality
• The flexibility to manage multiple priorities in a fast-paced environment
• A professional, positive, and approachable manner
• A collaborative mindset and willingness to support the wider team
• Proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams

HOW TO APPLY

If you're interested in joining our Stockholm team, please submit your CV and cover letter in English.