Executive Assistant | Administrative Assistant to Senior Leadership

Job description

Join a Swedish Deep-Tech Company Shaping the Future of AI Infrastructure Smart High Tech AB is a Swedish deep-tech company pioneering advanced graphene-enhanced thermal interface materials for next-generation electronics, AI infrastructure, semiconductors, data centres, and high-performance computing applications. As we continue our international expansion and strengthen our global operations, we are looking for a highly organised, proactive, and service-oriented Executive Assistant/Administrative Assistant to support senior leadership and contribute to the efficient day-to-day operations of the company. This is a unique opportunity to work closely with executive management, researchers, engineers and international partners in a dynamic, fast-growing and innovative environment. About the Role This role combines executive support, administration, office coordination and operational assistance. You will serve as a trusted partner to the Chairman, CEO, and management team, helping to coordinate activities, manage priorities, and ensure the smooth execution of daily operations across the organisation. You will be expected to handle a wide range of responsibilities, from executive scheduling and international travel arrangements to office administration, communication coordination and various ad hoc projects. The ideal candidate thrives in a fast-paced environment, enjoys solving problems, and can manage multiple priorities simultaneously while maintaining exceptional attention to detail and professionalism. Key Responsibilities Executive & Administrative Support Support the Chairman, CEO and management team in handling daily business matters Manage calendars, schedules and meeting coordination Prepare presentations, reports, meeting materials and correspondence Organise internal and external meetings, including agendas and follow-up actions Handle confidential and sensitive information with discretion and professionalism Assist management with various administrative and operational tasks Communication & Coordination Coordinate communication between management, employees, customers, suppliers and external stakeholders Act as a liaison between the Swedish headquarters and the Chinese subsidiary Support international collaboration and communication across departments and locations Ensure effective information flow between stakeholders and management Travel & Logistics Arrange domestic and international travel, including flights, hotels, transportation, visas and itineraries Coordinate visits from international customers, partners and suppliers Manage travel schedules and last-minute changes efficiently Office & Operations Support Support the administrative operations of the company Help maintain an organised, professional and welcoming office environment Coordinate office supplies, vendors and service providers Assist with event planning, company activities and visitor management Support facility-related and practical office matters Ad Hoc & Project Support Handle a variety of ad hoc assignments and special projects Assist with the coordination and follow-up of operational initiatives Take ownership of tasks and ensure timely execution Support managers across the organisation when required Who We Are Looking For We are seeking a highly organised and service-minded professional who enjoys being at the centre of a growing international organisation. You are proactive, adaptable and capable of anticipating needs before they arise. You remain calm under pressure, manage competing priorities effectively and take pride in delivering high-quality support. You enjoy working with people, building relationships and enabling others to succeed. Qualifications & Experience Required Previous experience in an Executive Assistant, Personal Assistant, Administrative Assistant, Office Manager or similar role Strong organisational and administrative skills Excellent planning and coordination abilities Strong attention to detail and ability to manage multiple priorities simultaneously High level of professionalism, integrity and discretion Proficiency in Microsoft Office and digital collaboration tools Language Requirements Basic Swedish is required Fluent English, both written and spoken Fluent Chinese (Mandarin) is strongly preferred Additional language skills are considered an advantage Experience working in an international business environment is highly valued. Personal Qualities To succeed in this role, you are: ✔ Highly organised and structured ✔ Service-oriented with a positive attitude ✔ Comfortable working in a fast-paced and dynamic environment ✔ Skilled at multitasking and prioritisation ✔ Proactive and solution-focused ✔ Trustworthy and discreet ✔ Flexible and hands-on ✔ Calm and resilient under pressure ✔ An excellent communicator with strong interpersonal skills ✔ Able to build relationships across cultures and functions Why Join Smart High Tech? At Smart High Tech, you will become part of an ambitious Swedish technology company with global aspirations and a rapidly growing international presence. You will gain unique exposure to executive leadership, advanced technology development and international business while contributing to solutions that enable the future of AI, high-performance computing and sustainable electronics. We offer a collaborative, entrepreneurial and innovative environment where your contribution truly matters.