Office Administrator & Executive Assistant

Overview: Wallenius Wilhelmsen is a market leader in RoRo shipping and vehicle logistics, transporting cars, trucks, rolling equipment and breakbulk around the world. Wallenius Wilhelmsen operates around 125 vessels servicing 15 trade routes to six continents, together with a global inland distribution network, 120 processing centres, and 11 marine terminals. The company has a strong sustainability focus and is an industry leader in developing innovative solutions to reduce its operational impacts. The Wallenius Wilhelmsen group (OEX: WALWIL) has 9,500 employees in 29 countries and is headquartered in Oslo, Norway. The group consists of Wallenius Wilhelmsen Ocean, Wallenius Wilhelmsen Solutions, EUKOR and ARC. Total income was USD 4.1 billion for the full year of 2018. The world will keep surprising us, and Wallenius Wilhelmsen will take an active role in defining the future of logistics, imagining new, more sustainable solutions for the changing world of mobility and transport on land and sea. For more information see: www.walleniuswilhelmsen.com For our office in Gothenburg we need a Office Administrator & Executive Assistant Reporting to our SVP for Digital Solutions, the Office Administrator & Executive Assistant provides high‑quality administrative, coordination, and front‑office support to the Gothenborg office and management team. The role is responsible for the day‑to‑day running of the office and reception, acting as a key point of contact for visitors, employees, suppliers, and internal stakeholders. The position also includes general HR administrative support and people processes like the Work Environmental Comittee for the office. Job Description Responsbilities Provide administrative support to the SVP including calendar coordination and preparation of meeting materials. Coordinate internal and external meetings, including logistics, room bookings, catering, and visitor access. Prepare agendas, take meeting minutes when required, and follow up on agreed action points. Support with expense administration in line with company policy. Act as the first point of contact for the Gotenburg office managing reception services including visitor registration, access badges, and handling deliveries. Coordinate office services and suppliers (cleaning, security, catering, office supplies, maintenance). Maintain office facilities, equipment, and inventory, ensuring a safe, tidy, and well‑functioning working environment. Support compliance with workplace, HSE, and work environment requirements relevant to the office. Perform initial checks and follow‑ups to ensure time data is complete, accurate, and submitted within deadlines. Act as a liaison between employees, managers, and HR/Payroll regarding timekeeping questions and corrections. Support onboarding and offboarding administration (access cards, system access coordination, documentation). Assist HR with basic employee administration, record‑keeping, and local HR processes as required. Serve as a key coordination point between HR, Finance, and external partners. Communicate clearly and professionally with employees, visitors, suppliers, and internal stakeholders. Support ad‑hoc projects and administrative tasks related to l operations and people processes Assist, support and back-up the SVPs in administrative matters and support with managers from outside of Gotenborg in various correspondence, visits etc. Maintain, solve and administrate office matters when it comes to running the office and its inventory. Coordinate office refurbrishments and rebuilding projects with relevant stakeholders (tenant, architect, builders, suppliers for furniture etc.) and being a part of planning and executing internal moves. Ensuring the office is compliant with relevant work environment regulations (such as ventilation, noise levels) and that office equipment meets the ergonomic needs of the staff. Administration of group email addresses for assigned mangers teams. Review and check coding for office-related invoices and Business Travel Part of local Emergency Response Team Job Requirements Education at Bachelor’s level Minimum 5 years’ experience in administrative support, HR or of Finance/Accounting. Excellent skills with Microsoft package and ability to use Softwares and AI Proven record of effectively interacting with Management team. Ability to take initiative, be proactive and to work independently without much supervision. High level of integrity and able to maintain confidentiality Fluent in verbal and written Swedish and English. Structured, well-organized and able to prioritize. Strong understanding of work environment legislation relating to the office environment. Good understanding of office costs. Structured, reliable, and detail‑oriented. Service‑minded with strong interpersonal and communication skills. Comfortable working independently while collaborating closely with HR & management team. Adaptable and pragmatic, with the ability to handle both routine tasks and urgent operational need The role is located at our Gothenburg office in Sweden. Interested? Please apply no later than 18th May 2026 WHEN YOU JOIN US At Wallenius Wilhelmsen, we prioritize your well-being. Our industry-leading benefits and perks are designed to help you thrive in your career and your life outside of work. From affordable healthcare to well-being, we’ve got you covered. ABOUT US Wallenius Wilhelmsen is the global leader in integrated vehicle transportation and logistics, supporting our customers across their supply chain, all the way from the factory to the end-customer. Our ambition is to lead the way in transforming shipping and logistics. We transport and handle cars, tractors, trains, windmills, or even whole factories for some of the most well-known companies in the world. Our eyes will always be on delivering supreme quality in everything we do, while moving towards zero-emission logistics. We are powered by nearly 9,500+ people, working on vessels and at ports, at vehicle and equipment processing centers in 28 countries. Together, we are building resilient, connected, data-driven, decarbonized solutions fit for the future. OUR COMMITMENT TO EQUAL OPPORTUNITIES We are a global group of people from diverse backgrounds and lifestyles. Wallenius Wilhelmsen is proud to be an equal opportunity employer committed to building a workplace where all contributors feel they can bring their best selves every day, learn from each other, and be appreciated. Our journey towards sustainable and integrated logistics compels us to attract people with diverse experiences, skills, and abilities. Apply today, and let’s keep the world and your career, moving together. Responsbilities Provide administrative support to the SVP including calendar coordination and preparation of meeting materials. Coordinate internal and external meetings, including logistics, room bookings, catering, and visitor access. Prepare agendas, take meeting minutes when required, and follow up on agreed action points. Support with expense administration in line with company policy. Act as the first point of contact for the Gotenburg office managing reception services including visitor registration, access badges, and handling deliveries. Coordinate office services and suppliers (cleaning, security, catering, office supplies, maintenance). Maintain office facilities, equipment, and inventory, ensuring a safe, tidy, and well‑functioning working environment. Support compliance with workplace, HSE, and work environment requirements relevant to the office. Perform initial checks and follow‑ups to ensure time data is complete, accurate, and submitted within deadlines. Act as a liaison between employees, managers, and HR/Payroll regarding timekeeping questions and corrections. Support onboarding and offboarding administration (access cards, system access coordination, documentation). Assist HR with basic employee administration, record‑keeping, and local HR processes as required. Serve as a key coordination point between HR, Finance, and external partners. Communicate clearly and professionally with employees, visitors, suppliers, and internal stakeholders. Support ad‑hoc projects and administrative tasks related to l operations and people processes Assist, support and back-up the SVPs in administrative matters and support with managers from outside of Gotenborg in various correspondence, visits etc. Maintain, solve and administrate office matters when it comes to running the office and its inventory. Coordinate office refurbrishments and rebuilding projects with relevant stakeholders (tenant, architect, builders, suppliers for furniture etc.) and being a part of planning and executing internal moves. Ensuring the office is compliant with relevant work environment regulations (such as ventilation, noise levels) and that office equipment meets the ergonomic needs of the staff. Administration of group email addresses for assigned mangers teams. Review and check coding for office-related invoices and Business Travel Part of local Emergency Response Team Education at Bachelor's level Minimum 5 years' experience in administrative support, HR or of Finance/Accounting. Excellent skills with Microsoft package and ability to use Softwares and AI Proven record of effectively interacting with Management team. Ability to take initiative, be proactive and to work independently without much supervision. High level of integrity and able to maintain confidentiality Fluent in verbal and written Swedish and English. Structured, well-organized and able to prioritize. Strong understanding of work environment legislation relating to the office environment. Good understanding of office costs. Structured, reliable, and detail‑oriented. Service‑minded with strong interpersonal and communication skills. Comfortable working independently while collaborating closely with HR & management team. Adaptable and pragmatic, with the ability to handle both routine tasks and urgent operational need The role is located at our Gothenburg office in Sweden. Interested? Please apply no later than 18th May 2026 WHEN YOU JOIN US At Wallenius Wilhelmsen, we prioritize your well-being. Our industry-leading benefits and perks are designed to help you thrive in your career and your life outside of work. From affordable healthcare to well-being, we've got you covered. ABOUT US Wallenius Wilhelmsen is the global leader in integrated vehicle transportation and logistics, supporting our customers across their supply chain, all the way from the factory to the end-customer. Our ambition is to lead the way in transforming shipping and logistics. We transport and handle cars, tractors, trains, windmills, or even whole factories for some of the most well-known companies in the world. Our eyes will always be on delivering supreme quality in everything we do, while moving towards zero-emission logistics. We are powered by nearly 9,500+ people, working on vessels and at ports, at vehicle and equipment processing centers in 28 countries. Together, we are building resilient, connected, data-driven, decarbonized solutions fit for the future. OUR COMMITMENT TO EQUAL OPPORTUNITIES We are a global group of people from diverse backgrounds and lifestyles. Wallenius Wilhelmsen is proud to be an equal opportunity employer committed to building a workplace where all contributors feel they can bring their best selves every day, learn from each other, and be appreciated. Our journey towards sustainable and integrated logistics compels us to attract people with diverse experiences, skills, and abilities. Apply today, and let's keep the world and your career, moving together.