Executive Assistant & Project Coordinator

ASSA ABLOY Entrance Systems offers a comprehensive range of industrial doors and dock equipment designed to enhance efficiency, security, and aesthetics for various industrial applications. 

The Business Segment Industrial (BSI) focuses on providing high-performance entrance solutions tailored for industrial environments. This includes automated doors, loading dock equipment, and perimeter fencing designed to enhance efficiency, safety, and sustainability in industrial facilities. Their products are built to handle extreme conditions, heavy machinery, and high traffic, ensuring smooth operations and minimizing risks.

Role Overview

The Executive Assistant & Project Coordinator provides high-level executive support to the SVP & Head of BSI Europe while coordinating strategic initiatives, project governance and cross-functional activities across the region.

The role serves as a trusted partner, driving organizational effectiveness through excellent planning, follow-up, communication and execution support. The position plays a key role in ensuring transparency, accountability and momentum behind strategic priorities and business objectives.

The role has regular access to highly sensitive business, organizational and personnel information and is therefore expected to demonstrate the highest levels of integrity, professionalism and confidentiality at all times.

Key responsibilities:

Executive Support

• Manage calendar, travel arrangements, meetings and priorities for the SVP & Head of BSI Europe.
• Prepare presentations, reports, dashboards and executive communication materials.
• Coordinate leadership events, workshops and offsites.
• Provide proactive support and prioritization assistance to the SVP & Head of BSI Europe.

Leadership Team Coordination

• Coordinate BSI Europe Leadership Team meetings, agendas, minutes and action tracking.
• Coordinate the annual Leadership Team operating rhythm and meeting cadence.
• Support preparation and execution of Leadership Team strategy sessions and business reviews.
• Ensure effective follow-through on Leadership Team decisions and commitments.
• Drive transparency and accountability for agreed actions and deliverables.

Project Coordination & PMO Support

• Coordinate strategic and cross-functional projects across BSI Europe.
• Support strategic business initiatives, transformation projects and organizational change programs.
• Maintain project plans, trackers, milestones and status reporting.
• Monitor project risks, dependencies and deliverables.
• Escalate risks and delays where appropriate.
• Support project governance and reporting processes.
  
  

Business Operations & Governance

• Support annual planning, strategic planning and business review processes.
• Coordinate follow-up on strategic priorities and business objectives.
• Develop and maintain governance dashboards and reporting tools.
• Support organizational effectiveness initiatives and continuous improvement activities.
• Facilitate collaboration between functions, teams and stakeholders across the region.

Responsibilities and authorities

• Coordinate activities and follow-up actions on behalf of the SVP & Head of BSI Europe. 
• Access highly confidential business, financial and personnel information as required. 
• Maintain governance, reporting and project tracking processes. 
• Coordinate cross-functional activities without formal authority. 
• Responsible for ensuring timely follow-up of Leadership Team actions and strategic initiatives.
• Exercise sound judgment and maintain strict confidentiality in all interactions and communications.
• No direct personnel responsibility.
• No formal budget responsibility.

Key competences:

• Executive support and stakeholder management.
• Project coordination and PMO support.
• Leadership team coordination and governance.
• Business planning and operational follow-up.
• Strong organizational and prioritization skills.
• Executive communication and presentation development.
• Business acumen and understanding of organizational priorities.
• Analytical and problem-solving skills.
• Ability to translate strategic priorities into actionable follow-up and reporting.
• Ability to work effectively in a complex international matrix organization.

Requirements:  

Education: Bachelor’s degree in business administration, Project  Management, Communications or related field.

Languages:  Fluent English (written and spoken). Additional European language is an advantage.

Computer skills: Advanced Microsoft Office skills, especially PowerPoint, Excel, Outlook, Teams and SharePoint. Experience with reporting tools and project management systems is an advantage.

Other: Proven ability to handle confidential and sensitive information with discretion and professionalism.

Experience:

• 5–10 years of experience supporting senior executives and leadership teams.
• Experience coordinating projects and cross-functional initiatives.
• Experience working within international matrix organizations.
• Experience supporting governance processes, business reviews and executive reporting.
• Experience from a project management, PMO support or business operations environment is considered an advantage.
• Minimum 5 years of experience supporting senior leaders and coordinating projects in an international matrix organization.
  
  

Personal qualities:

• Highly organized and structured 
• Proactive and self-driven 
• Professional and trustworthy 
• Strong communication and interpersonal skills 
• Ability to manage multiple priorities simultaneously
• Strong attention to detail and follow-through.
• High level of integrity and ethical judgment.
• Absolute discretion and ability to handle sensitive information confidentially.
• Trusted advisor mindset.
• Professional maturity and sound judgment.
• Collaborative with a strong service orientation.
• Results-oriented and accountable.

Internal and External Contacts/Customers:

Internal

• SVP & Head of BSI Europe.
• BSI Europe Leadership Team.
• HR, Finance, Operations and Commercial leaders.
• Country managers and business leaders.
• Global functions and regional stakeholders.

External

• Consultants.
• Service providers.
• Event and travel partners.
• External business partners as required.

We are the ASSA ABLOY Group
Our people have made us the global leader in access solutions. In return, we open doors for them wherever they go. With nearly 63,000 colleagues in more than 70 different countries, we help billions of people experience a more open world. Our innovations make all sorts of spaces – physical and virtual – safer, more secure, and easier to access. 

As an employer, we value results – not titles, or backgrounds. We empower our people to build their career around their aspirations and our ambitions – supporting them with regular feedback, training, and development opportunities. Our colleagues think broadly about where they can make the most impact, and we encourage them to grow their role locally, regionally, or even internationally.

As we welcome new people on board, it’s important to us to have diverse, inclusive teams, and we value different perspectives and experiences.