Executive Assistant

About Nordic Air Defence

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.

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

About the role

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.

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.

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.

Key Responsibilities

Executive Support to the CTO

• Manage and prioritize calendars, meetings, and travel arrangements.
• Support planning and coordination of internal and external activities.
• Assist with inbox management and follow-up on incoming requests.
• Ensure that key tasks, decisions, and commitments are tracked and followed up on.
• Prepare presentations, documentation, and meeting materials as needed

Team and Operational Support

• Act as a resource for leadership and the wider team when required.
• Coordinate meetings, workshops, and team events.
• Help establish structure and efficient ways of working across the organization.
• Handle administrative tasks and support ad hoc projects.

Onboarding and Employee Experience

• Own and coordinate the onboarding process for new engineers and other employees in collaboration with HR & IT
• Ensure new hires have the necessary equipment, access, and introductions in place.
• Coordinate with internal stakeholders to provide a seamless onboarding experience.

Requirements

• 5+ years of experience as an Executive Assistant, Team Assistant, Operations Coordinator, or a similar role.
• Experience supporting senior leaders, executives, or leadership teams.
• Excellent written and verbal communication skills in English.
• Proven ability to independently manage multiple priorities in a fast-paced environment.
• Strong organizational and project coordination skills with exceptional attention to detail.
• Ability to handle confidential and sensitive information with discretion.
• Strong ownership mindset and a proactive approach to problem-solving.
• Comfortable working with digital collaboration and productivity tools such as Google Workspace, Microsoft 365, Slack, Notion, or similar platforms.

Nice to have

• Experience working in a tech company, startup, or scale-up environment.
• Experience as an Engineer, or within a closely related technical discipline.
• Experience coordinating onboarding and people-related processes.
• Experience with tools such as Google Workspace, Microsoft 365, Notion, or similar platforms.
• Experience with AI/LLM tools
• Driver’s license category B

Personal Qualities - We are looking for someone who:

• Is proactive and solution-oriented.
• Takes initiative and identifies what needs to be done.
• Thrives in a collaborative, hands-on environment.
• Is adaptable, flexible, and humble.
• Brings structure and organization to complex and fast-moving situations.

Additionally

Form of employment: full time with initial 6 month probation period

Start date: ASAP

Location: Solna Strand

Reporting to: CTO

Work permit: You are a citizen of a NATO country and have a legal right to work in Sweden.

Compliance & Background Check: As a company operating in the defence industry, Nordic Air Defence is subject to Swedish and international regulatory requirements. A background check will be conducted for the final candidate as part of the recruitment process.