Executive Assistant & Office Manager

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 of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
• Collaborate and liaise with Global Facilities Management, International Office Managers and Executive Assistants, Finance, Human Resources, Legal, Compliance, Technology and other Corporate Business Services, Client Relations and Investment teams

Key Requirements/ Qualifications

Essential

• Previous experience in providing office / front of house and administrative support to professionals
• Excellent interpersonal skills –communicates clearly and effectively at all levels in English and Swedish
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel and PowerPoint and relevant office management software.
• Motivated and able to work independently and effectively
• Quick learner, comfortable working at pace to a high standard and solutions focussed
• Understanding of confidentiality issues and use of discretion in handling such matters 
• Willing to go the extra mile to ensure smooth office operations and executive support
• Adaptable to changing priorities and able to manage various tasks simultaneously
• Self-driven with a proactive approach to problem-solving and improving office procedures
• Accuracy and attention to detail whilst working to meet strict deadlines
• Reliable, professional, trustworthy and respected

Desirable

• Familiarity with corporate compliance and internal procedures in a regulated industry
• Prior experience within banking, financial services or commercial industry a plus 

Our Global Benefits Framework is centred around these 3 key attributes:

• Wellbeing - Supporting your mental, physical and financial wellbeing as well as your lifestyle needs.
• Inclusivity – Fit for purpose and competitive, no matter who or where you are.
• Longevity – Long Term and sustainable in design.

Inclusion is one of ICG’s key values and we are committed to creating an equitable and inclusive workplace for everyone. By welcoming different perspectives, we strengthen ICG’s performance, enrich decision-making and contribute to better outcomes for our clients, colleagues, and the markets we serve. Accordingly, our recruitment processes provide equal employment opportunities to all applicants and employees, regardless of age, ethnicity, disability, sex, gender, sexual orientation, religion, or any other characteristic protected by local law.

We are equally committed to delivering an inclusive and accessible candidate experience. If you require information in an alternative format, additional time for assessments, an adjusted interview schedule, or any other support during the recruitment process, please let us know