Executive Assistant with a focus on AI-enabled operations at GaPP

We offer you

A diverse and influential role in a dynamic, international, and academically driven environment. As Executive Assistant, you will work closely with the Director of the House of Governance and Public Policy (GaPP) and play a central role in ensuring that their time, attention, communications, and professional relationships are managed proactively and effectively.

The position combines the trusted responsibilities of an experienced Executive Assistant with the opportunity to develop smarter ways of working through artificial intelligence and automation. You will help create structure in a complex, high-volume environment, improve workflows, and ensure that the Director is well prepared for meetings, decisions, travel, and stakeholder engagements.

This is a role with significant scope for initiative, responsibility, and professional development. You will be trusted to exercise sound judgement, handle sensitive information, and act as a reliable operational partner.

The role

As Executive Assistant, you will manage a broad ecosystem of calendars, contacts, communications, meetings, travel, and follow-up activities. You will work with multiple internal and external stakeholder groups, often across different time zones.  You will collaborate closely with your colleagues at GaPP as well as team members of other units at professional services, such as External relations.

A central part of the role will be to protect the Director’s time and ensure that priorities are reflected in the calendar and daily agenda. You will also help introduce and maintain approved AI-supported workflows for tasks such as email triage, meeting documentation, research, drafting, reminders, and contact management.

You will maintain human oversight of all AI-assisted processes and ensure that outputs meet the required standards for accuracy, confidentiality, tone, and professional judgement.

Your tasks will include, but are not limited to:

• Managing a complex calendar across multiple priorities, stakeholders, and time zones. As well as resolving scheduling conflicts and protecting time for preparation.
• Preparing daily and weekly briefing materials, agendas, pre-reads, and priority lists.
• Ensuring that the executive is fully prepared for meetings, events, travel, and other commitments.
• Maintaining accurate and well-structured records of contacts, organizations, interaction history, and follow-up activities.
• Supporting stakeholder mapping and network analysis for strategic initiatives and decisions.
• Following up on decisions and actions to ensure that agreed deadlines are met.
• Organizing dinners, conferences, internal offsites, and other events.
• Coordinating domestic and international travel, including itineraries, visas, expenses, and contingency plans.
• Identifying and testing approved AI tools for scheduling, email management, summarization, drafting and administration.
• Build and maintain prompt libraries and workflow automations.
• Using AI-supported tools to produce meeting notes, extract actions, create reminders, and maintain data quality.
• Ensuring that personal data and confidential information are handled in accordance with applicable organizational, privacy, and information-security policies.

Your profile

We are looking for an experienced and highly organized Executive Assistant who combines excellent judgement and interpersonal skills with a strong interest in technology and new ways of working.

You are proactive and attentive, with the ability to anticipate needs and create structure in an environment involving many stakeholders and competing priorities. You are comfortable making day-to-day decisions within agreed boundaries and know when an issue needs to be escalated.

You work accurately and maintain a high level of discretion, even when dealing with sensitive information or rapidly changing circumstances. You are service-minded and collaborative while also being confident in protecting priorities and communicating on behalf of a senior executive.

To succeed in the role, you should be curious about how AI can improve executive operations. You understand that AI tools require careful human oversight and use them thoughtfully, with attention to privacy, accuracy, security, and professional context.

You are calm under pressure, solution-oriented, and comfortable moving between long-term planning and practical, hands-on tasks.

Qualifications

• An academic degree or equivalent professional experience.
• Several years of relevant experience as an Executive Assistant, preferably supporting C-suite executives or other senior leaders.
• Proven experience managing complex calendars and stakeholder relationships.
• Experience coordinating meetings, events, projects, and domestic and international travel.
• Demonstrated experience using AI tools for productivity, automation, drafting, research, or information management.
• Experience working with CRM systems, calendar platforms, project-management tools, and digital collaboration environments.
• Written and spoken English and Swedish.

Meritorious

• Experience working in higher education or another academically driven environment. 
• International or cross-cultural working experience.

Other

This is a full-time, permanent position with an initial six-month probationary period. The position is based in Stockholm. Start date is according to agreement.

We encourage you to apply promptly as we are actively reviewing applications on an ongoing basis. 

We look forward to receiving your application.