Executive Assistant & Office Manager

Salary Competitive

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)

Perks and benefits

This job comes with several perks and benefits

Flexible working hours
Flexible working hours

Time is precious. Make it count. Morning person or night owl, this job is for you.

Free coffee / tea
Free coffee / tea

Get your caffeine fix to get you started and keep you going.

Near public transit
Near public transit

Easy access and treehugger friendly workplace.

Free office snacks
Free office snacks

Peckish after lunch? We got your back with soft drinks, treats and fruit.

Social gatherings
Social gatherings

Social gatherings and games; hang out with your colleagues.

Pension plan
Pension plan

We take care of you, even when you are old and wrinkly.

See all 17 benefits

Working at
Waitwhile

Waitwhile is a digital queue management platform that helps businesses deliver better waiting experiences for their customers through automated, personalized and smartphone-based queue experiences. Waitwhile lets customers wait from anywhere and track their wait time status in real-time online - and helps the businesses automate their customer flows and reduce their wait times with machine-learning optimization. Waitwhile has improved the wait experience for over 80 million guests and collectively given people back over 2 million days they would have otherwise wasted waiting in line. Our customers include IKEA, Lululemon, Louis Vuitton, ADP, US Department of Veterans Affairs, Facebook and thousands of other businesses looking to improve their waiting experiences. The company was founded in 2017 in San Francisco by brothers Christoffer Klemming and Jonas Klemming, with the mission to eliminate the 1 Trillion hours that humans waste standing in line every year. Waitwhile has secured $12 million in funding from investors including CRV and has offices in the US and Sweden.

Read more about Waitwhile

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