Administrative Assistant

Company overview

KTH Royal Institute of Technology in Stockholm is among Europe’s prominent universities for technology and engineering and serves as a major hub for innovation and research. As Sweden’s largest institution focused on technical research and learning, KTH connects students, researchers, and staff from many countries who are working to expand knowledge. The university works closely with industry and wider society to create sustainable responses to major global issues, including climate change, energy supply for the future, urban growth, and the wellbeing of an aging population. KTH delivers influential education and research across engineering, natural sciences, architecture, industrial management, urban planning, history, and philosophy, helping shape the next generation of professionals. Its five campuses in Greater Stockholm are home to more than 13,000 full-time students, 1,700 PhD candidates, and around 3,600 employees.

Role summary

This is a full-time remote administrative position supporting academic and professional teams at KTH. The role focuses on keeping day-to-day operations organized through calendar coordination, meeting planning, virtual event support, and clear communication with stakeholders. It also includes document preparation, digital record maintenance, and assistance with routine reporting and clerical work.

Key duties

The Administrative Assistant will provide broad administrative support in a remote setting, working independently while keeping tasks on track.

• Manage calendars and arrange meetings for staff members.
• Coordinate online events and related logistics.
• Handle correspondence through email and telephone in a professional manner.
• Prepare, edit, and format documents as needed.
• Maintain digital files, records, and databases.
• Support basic reporting and routine administrative processes.
• Carry out clerical tasks such as data entry, file organization, and processing standard requests.
• Communicate effectively with internal teams and external contacts.
• Keep work organized, accurate, and efficient in a remote environment.

Qualifications

Applicants should bring strong administrative support capability, along with the professionalism needed to work with a diverse academic community.

• Experience or strength in administrative and executive assistant work, especially calendar coordination and meeting organization.
• Excellent communication skills and professional phone manner when dealing with faculty, staff, students, and outside partners.
• Good clerical ability, including document handling, data entry, digital filing, and record management.
• Comfort using common office tools such as word processors, spreadsheets, presentation software, and video conferencing platforms.
• Strong organization, attention to detail, and the ability to prioritize effectively while working remotely.
• Experience in an academic or research setting is helpful, and familiarity with international or multicultural workplaces is an added advantage.
• A relevant post-secondary qualification or comparable experience in administration, office management, or a similar area is preferred.

Additional information

The role is based in the United States and is fully remote. No salary, stipend, number of vacancies, or start date was specified in the source information.