Event and Office Manager at the Stockholm Institute of Transition Economics (SITE)

Description

SITE is looking for a passionate and proactive Event and Office Manager with a positive attitude to manage our office and our organisation in terms of hosting events. Are you a service-oriented person who wants to work at a leading international research and policy institute with daily global contacts? The Event and Office Manager will be assigned with planning and managing our office as well as our events, finding and booking venues, negotiating quotes and agreements with suppliers, monitoring project timelines and budgets, welcoming guests, and overseeing the general administrative functions of all activities in the office. You ensure guests and colleagues receive the best possible assistance and information to fulfil SITE’s vision and mission.

The role

The Event and Office Manager will manage our office and events and support our Director, administrative staff, and researchers in daily activities. The role is operational and administrative, which means you are responsible for everything from detailed planning to participating in and leading the operational work before, during and after the event. The responsibilities vary from maintaining a great work environment to keeping the office space functional and dynamic. This includes processing invoices and expense claims and preparing necessary financial documents. As well as handle small meetings and significant events with many guests.

You will be the first point of contact for visitors coming to our Institute. The ideal candidate for this role should have exceptional organizational skills, excellent interpersonal skills, the ability to handle multiple tasks simultaneously and excellent time management skills. Attention to detail, strong communication, and problem-solving skills are also essential for this job in a dynamic environment with varied tasks.

Responsibilities include but not limited to:

• Organizing and preparing meetings and events (rooms, meals, invitations, schedules)
• Managing logistics
• Meeting and greeting guests, which occasionally involves working outside office hours
• Planning kick-offs, Christmas parties and other social activities
• Managing and maintaining a friendly work environment in the office
• Managing office purchase orders and follow up on supplier agreements
• Managing invoices and preparing financial documents
• Maintain the office's fire, health and safety procedures
• Sorting and distributing incoming and outgoing mail

Qualifications

• Fluent in spoken and written Swedish and English
• Minimum 3+ years of experience in Event Project Management
• Experience in office administration
• Experience as a financial administrative assistant
• Proficiency in MS Office (MS Word, MS Excel, and MS Outlook in particular) and Adobe Acrobat Pro DC
• Proactive management
• Exceptional organizational and time management skills
• Excellent written and verbal communication skills
• Excellent interpersonal skills
• Ability to complete work from start to finish
• Ability to handle multiple tasks simultaneously
• Ability to work in a stressful environment and prioritise tasks
• Attention to detail and problem-solving skills
• A good team player who helps out where needed in a small organization

Meritorious:

• Knowledge of other languages used in the region we work with is valued, such as Ukrainian, Georgian, and Polish
• Good knowledge of accounting and bookkeeping procedures

Terms

This is a full-time position starting as soon as possible. We apply an ongoing selection, so submit your application today!

About SITE

SITE is an independent research institute at the Stockholm School of Economics (SSE) and was set up in 1989 to focus on economic developments in the Soviet Union but has since evolved to cover a broader range of countries and topics relevant to (former) transition countries.

We serve as a bridge between the academic community and policymakers, covering many research areas, including transition economics, gender, development, energy, corruption, etc. We regularly organize policy-oriented conferences and seminars to promote communication and the sharing of ideas. Visit our website for more information about us and our work.

About The Stockholm School of Economics