Administrative Assistant - Executive Office

United. Inspired. Performance unites us, innovation inspires us, and commitment drives us to keep moving forward.

All new thinkers are welcome. We are looking for candidates who want to develop, grow, and dare to think new. Innovation is an important part of our DNA. If you appreciate an environment where you get to think new and constantly evolve, you will thrive here.

About us. Epiroc is a global productivity partner for mining & construction customers and accelerates the transformation toward a sustainable society. With ground-breaking technology, we develop and provide innovative and safe equipment, such as drill rigs, rock excavation and construction equipment and tools for surface and underground applications. We also offer world-class service and other aftermarket support as well as solutions for automation, digitalization and electrification. Our global headquarters is based in Örebro, Sweden and we have around 18,000 passionate employees supporting and collaborating with customers in over 150 countries around the world. Learn more at epirocgroup.com.

We succeed in our core business because we are passionate innovators with courage to change. With collaboration and mutual confidence, teams and individuals trust and support each other’s abilities to offer solutions. Together, we lead the way to make mining and construction more sustainable.

Location: Vespasiano (On-site, 100%)

Purpose of the Role

Provide high-level administrative and executive support, ensuring efficient management of the Executive Office’s routines, priorities, and communications. The role requires strong organizational skills, discretion, and the ability to manage multiple tasks while supporting strategic business activities.

Main Responsibilities

• Manage the executive’s agenda, including scheduling meetings, appointments, and coordinating domestic and international travel.
• Prepare, review, and translate communications, reports, and presentations, ensuring clarity and alignment with corporate standards.
• Organize and support internal and external events, such as staff meetings, town halls, client visits, and international delegations.
• Act as a liaison with internal stakeholders (Commercial, Finance, HR, Supply Chain, Compliance, etc.), ensuring proper follow-up on requests and priorities.
• Monitor deadlines and deliverables, ensuring execution aligned with the Executive Office’s strategic priorities.
• Manage expense processes, reimbursements, and financial documentation related to executive activities.
• Handle confidential and sensitive information with the highest level of discretion.
• Support communication with external stakeholders, including clients, partners, and institutions.
• Serve as the first point of contact for the Executive Office, ensuring professional, efficient, and courteous interaction.
• Coordinate logistics related to executive routines, including visits, meetings, dinners, and administrative contingencies.
• Occasionally accompany the executive on business trips (domestic and international).

Required Experience, Skills and Qualifications

• Bachelor’s degree in Business Administration, Executive Secretariat, International Relations, or related fields (undergraduate students with relevant experience may be considered).
• Minimum of 5 years of experience in administrative or executive support roles.
• Proven experience in executive secretariat activities, including travel, events, and agenda management.
• Advanced English (mandatory) – strong written and verbal communication skills.
• Spanish is a plus.
• Proficiency in MS Office Suite (Excel, PowerPoint, Outlook, Teams); knowledge of Power BI is a plus.
• Ability to commute to the office location in Vespasiano.

Key Competencies & Behaviors

• Strong organization, discipline, and attention to detail.
• Excellent verbal and written communication skills.
• High level of discretion, integrity, and sense of responsibility.
• Proactive mindset with the ability to anticipate needs and solve problems.
• Ability to manage multiple priorities in a dynamic environment.
• Strong interpersonal skills and stakeholder management.