Job Title: Executive Assistant & Office Manager
Contract Type: Interim, full-time
Duration: 12-18 months (from February 2027 up to August 2028, subject to agreement)
Location: Stockholm, Sweden
Department: Structured & Private Equity/European Mid-Market
What the Hiring Manager says….
This is an exciting opportunity to join a dedicated and talented team of five investment professionals, where collaboration and contribution are a priority. The global Executive Assistant team consists of over 45 colleagues situated between London, Europe, Middle East, Asia Pacific and North America. The individual will support a small group of Managing Directors in Stockholm (currently three) and Europe.
A summary of this opportunity
Being an Executive Assistant and Office Manager at ICG is central to the business areas and the entire organisation. To be successful is all about understanding ICG, how to prioritse time, add value for the Managing Directors and be an integral part of a small local team.
You will primarily provide comprehensive front desk reception, office and administrative support to all senior Directors based in Stockholm and visitors. You will be solely responsible for the smooth operation of the office, managing executives’ schedules, organizing travel, coordinating office supplies, procurement and ensuring that all internal procedures are up to date and adhered to. The global EA team of Executive Assistants work together collaboratively to support Managing Directors across the EMEA region. Everyone is capable, experienced and has a strong connection to the company, within the global Executive Assiatant team and business areas they support. There is a collaborative and hardworking quality output ethic in the team. Core responsibilities of the role are diary management, travel, expenses, business support, and onboarding and offboarding team members. Executive Assistants co-ordinate with an external online travel company and other providers to organise travel.
This is a role that requires you to be adaptable, efficient and organised with the ability to prioritise several tasks simultaneously with attention to detail. You will be able to demonstrate excellent interpersonal skills to interact with internal and external statekholders at all levels and be a team player.
Primary Responsibilities
Your key responsibilities include, but are not limited to:
Extensive calendar management, coordinating schedules, internal and external calls and meetings
Arranging national and international travel and itineraries
Organising team and business area events, lunches and dinners
Business assistance including formatting and working on documents, spreadsheets and presentations
Extensive email, video conference (MS Teams) and phone liaison externally and internally
General EA duties including completing expenses, onboarding and offboarding team members and taking actions
System and data management support including updating Workday, the HR system, with absence, the customer relationship management system, and contacts and system filing
Ad hoc duties as required including support and cover for other EAs across the region
Greet & welcome guests upon arrival at the office with enthusiasm and professionalism
Direct visitors to the appropriate person and conference room; offering beverages to clients
Maintain tidy and presentable reception area, send and distribute mail/packages/couriers
Manage catering orders, meeting rooms and office supplies (inc. beverages and snacks) as required.
Answer, screen, and forward incoming phone calls
Internal Procedures: Ensure office policies, internal procedures, and corporate compliance are followed, updated, and effectively communicated
Managing the purchasing, maintentance and invoicing of office supplies, equipment, and services, ensuring cost-efficiency and quality
Ensure adherence to procedures relating to proper use and care of necessary equipment
Manage all aspects…