Executive Assistant

<p><span><strong>About Nordic Air Defence</strong></span></p><p>Nordic Air Defence, headquartered in Stockholm, develops cutting-edge defensive solutions for both civilian and military applications. We combine expertise in electronics, mechanical design, embedded systems, software engineering, and AI.</p><p>In September 2024, Nordic Air Defence unveiled its first product, the Kreuger 100, a dual-use drone-interceptor platform engineered in Sweden by a diverse, international team. Today, our employees represent more than 12 nationalities, creating a dynamic and collaborative environment where different perspectives drive innovation. Our engineers and operators bring experience from leading defence, drone, and technology organisations worldwide, including Palantir, Kratos, SAAB, Anduril, and others</p><p><span><strong>About the role</strong></span></p><p>We are looking for a structured, self-driven, and service-minded Executive Assistant to provide close support to our CTO, and when needed, to the broader team.</p><p>In this role, you will help create structure, coordinate activities, and ensure that important tasks and commitments are followed through. You will serve as a key resource, helping to alleviate administrative and operational burdens from leadership while contributing to the smooth day-to-day functioning of the organization.</p><p>This role is ideal for someone who thrives in a fast-paced and evolving environment, takes initiative, and is not afraid to roll up their sleeves when needed.</p><p><span><strong>Key Responsibilities</strong></span></p><p><span><strong>Executive Support to the CTO</strong></span></p><ul><li><p>Manage and prioritize calendars, meetings, and travel arrangements.</p></li><li><p>Support planning and coordination of internal and external activities.</p></li><li><p>Assist with inbox management and follow-up on incoming requests.</p></li><li><p>Ensure that key tasks, decisions, and commitments are tracked and followed up on.</p></li><li><p>Prepare presentations, documentation, and meeting materials as needed</p></li></ul><p><strong>Team and Operational Support</strong></p><ul><li><p>Act as a resource for leadership and the wider team when required.</p></li><li><p>Coordinate meetings, workshops, and team events.</p></li><li><p>Help establish structure and efficient ways of working across the organization.</p></li><li><p>Handle administrative tasks and support ad hoc projects.</p></li></ul><p><strong>Onboarding and Employee Experience</strong></p><ul><li><p>Own and coordinate the onboarding process for new engineers and other employees in collaboration with HR & IT</p></li><li><p>Ensure new hires have the necessary equipment, access, and introductions in place.</p></li><li><p>Coordinate with internal stakeholders to provide a seamless onboarding experience.</p></li></ul><p><strong>Requirements</strong></p><ul><li><p>5+ years of experience as an Executive Assistant, Team Assistant, Operations Coordinator, or a similar role.</p></li><li><p>Experience supporting senior leaders, executives, or leadership teams.</p></li><li><p>Excellent written and verbal communication skills in English.</p></li><li><p>Proven ability to independently manage multiple priorities in a fast-paced environment.</p></li><li><p>Strong organizational and project coordination skills with exceptional attention to detail.</p></li><li><p>Ability to handle confidential and sensitive information with discretion.</p></li><li><p>Strong ownership mindset and a proactive approach to problem-solving.</p></li><li><p>Comfortable working with digital collaboration and productivity tools such as Google Workspace, Microsoft 365, Slack, Notion, or similar platforms.</p></li></ul><p><strong>Nice to have</strong></p><ul><li><p>Experience working in a tech company, startup, or scale-up environment.</p></li><li><p>Experience as an Engineer, or within a closely related technical discipline.</p></li><li><p>Experience coordinating onboarding and people-related processes.</p></li><li><p>Experience with tools such as Google Workspace, Microsoft 365, Notion, or similar platforms.</p></li><li><p>Experience with AI/LLM tools</p></li><li><p>Driver’s license category B</p></li></ul><p><strong>Personal Qualities - We are looking for someone who:</strong></p><ul><li><p>Is proactive and solution-oriented.</p></li><li><p>Takes initiative and identifies what needs to be done.</p></li><li><p>Thrives in a collaborative, hands-on environment.</p></li><li><p>Is adaptable, flexible, and humble.</p></li><li><p>Brings structure and organization to complex and fast-moving situations.</p></li></ul><p><strong>Additionally</strong></p><p><strong>Form of employment:</strong> full time with initial 6 month probation period<br><strong>Start date:</strong>