Office assistant at Bain Stockholm

About the role

As an Office Assistant at Bain Stockholm, you will be an integral part of the Functional Professional Staff in which you will play a crucial role in supporting the daily operations of the office, acting as a key internal service provider. Your core role is to maintain office spaces, reception, and premises, ensuring everything runs smoothly and efficiently. Your role will extend beyond traditional office assistance and may involve ad-hoc tasks such as supporting local recruiting, marketing, event planning, assisting with TSG, or contributing to other internal projects.

You will be based at the reception, where you will be the face of Bain's professional office environment. This role requires an individual who is both highly self-motivated and detail-oriented, with a strong commitment to excellent customer service. You will be required to maintain Bain’s high standards for reception services and all associated duties, ensuring a positive first impression for both visitors and employees. Strong communication and organizational skills are essential, and the ability to work efficiently under pressure while maintaining a positive attitude will contribute to your success in this role.

Work tasks

Reception

• Meet and greet all visitors who arrive at the reception
• Ensure that the reception is manned and works in line with set guidelines
• Answer the phone in a professional and accommodating manner
• Order couriers and taxis
• Booking of conference rooms including catering orders
• Should be familiar with office security and safety systems, such as key access, entry systems, etc

Client activities & interviews at the office

• Prepare meeting rooms for interviews and client meetings
• Order lunch and dinners for teams and client meetings
• Support with printing and binding jobs when needed

Office space

• Ensure that all office areas—including reception, meeting rooms, common spaces, storage room, and kitchen (with dishwasher and coffee machines)—are presentable, clean, and properly equipped.
• Order kitchen and office supplies in line with budget and guidelines
• Ensure the proper functioning of all office equipment, including coffee machines, printers, and similar devices. Perform minor maintenance tasks where possible (e.g., replacing toner or light bulbs), and coordinate with service providers for repairs when necessary.
• Assist in coordinating the cleaning contractors and suppliers and deal with any issues that may arise
• Be part of the Crisis Management and Fire Warden team in Stockholm

Food and office supply

• Keep track of and order food and office supplies
• Ensure that office supplies and food stocks are consistently maintained, preventing any shortages of essential items
• Organise breakfast and dinners when planned
• Order food for meetings internal and external

Technical Support Group (TSG)

• Ability to handle IT relevant equipment in meeting/conf rooms

Recruiting, Events & New Starters

• Support onboarding of new starters and transfers
• Support recruiting and marketing events when applicable
• Other ad hoc tasks

Project Management

• Build successful relationships with external suppliers and vendors as required

We are looking for

Personal Attributes

• Representative and professional
• Service minded
• Proactive by taking and managing own initiatives
• Ability to be flexible and to multi-task in a fast-paced environment
• Have an eye for details and a stickler for accuracy
• Team player

Qualifications

• Computer literate, Microsoft Office package (Outlook, Word, Excel, PowerPoint, Teams)
• Reception experience and a hospitable mindset
• Swedish and English, oral and written
• Good verbal and written communication skills
• Ability to stay organized and manage tasks with accuracy and efficiency

This recruitment is managed by Bain and we therefore kindly direct all questions and inquiries to them.

Please note: All applications must include a resume and cover letter in English. Applications submitted in Swedish will not be considered. Be aware that parts of the recruitment process will be conducted in English.

Bain & Company Sweden AB

Read more and apply to this position here!