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Executive Assistant & Office Manager

The opportunity ✨

Waitwhile works to eliminate the 1 trillion hours that people spend waiting in lines every year. Our platform is trusted by over 10,000 companies worldwide and has helped more than 150 million people enjoy a radically better waiting experience.

We are seeking an experienced executive assistant to work alongside Waitwhile's CEO, CTO and Director of Operations and become an important part of a fast-growing Stockholm team. This person will be expected to perform a variety of tasks, help keep long term projects on track, and handle more urgent requirements. Our ideal candidate is responsive, thoughtful, self-directed, positive, and seeking a challenging role.

For this role, we are only looking for Stockholm based candidates.

What you'll be doing 🚀

  • Work closely with the exec’s team to keep track of deadlines, action items, and follow throughs.
  • Organize complex and continuously varying daily events and priorities.
  • Handling communications on behalf of the Executive team and act as the point of contact between the executive and internal/external clients.
  • Prepare and provide detailed meeting agendas, coordinate, collect and create presentation materials for team meetings.
  • Manage expense report coordination and submission.
  • Accountable for resolving problems related to the day-to-day operations of the office
  • Document writing, editing, and readiness.
  • Preparation of Boards Meetings, incl. internal coordination, review, and travel organization.
  • Recording of meetings, maintaining confidential and sensitive information.
  • Oversees the management of Waitwhile's Stockholm office to include ordering office supplies and managing inventory, building and vendor management. 
  • Plans in-house or off-site activities, like parties, celebrations and conferences


What skills you need 📖

  • 3+ years of prior executive assistant experience
  • Proficient in G-Suite (Docs, Sheets, Slides, Drive, Calendar) 
  • Extensive experience providing executive support assistance
  • Good judgement to be able to make fast, accurate decisions
  • Exceptional attention to detail
  • Excellent organization and time management abilities
  • Fluent in English and Swedish
  • Outstanding verbal, written, interpersonal, influencing, and presentation skills; ability to create communication plans and correspondence that set clear expectations and strategic direction


Bonus Skills ➕

  • Experience in financial administration
  • Capabilities to conduct research and analysis 


Benefits 💕

We're small but really want everyone on the team to thrive with awesome benefits! If there’s something important to you that’s not on this list, talk to us! :)

  • Competitive salary and equity in a fast-growing start-up
  • Regular compensation reviews - we reward great work!
  • Super-sized vacation policy and flexible holidays so you can take time off when you need it
  • Work remotely with great equipment. We help you level up your home office with awesome hardware and gear.
  • Health plans and 401(k) savings to make sure you thrive! (United States & Sweden only right now)