Receptionist/Office Assistant, Nordics | Stockholm

WHAT MAKES US A GREAT PLACE TO WORK

We are proud to be consistently recognized as one of the world’s best places to work. We are currently the #1 ranked consulting firm on Glassdoor’s Best Places to Work list and have maintained a spot in the top four on Glassdoor’s list since its founding in 2009. Extraordinary teams are at the heart of our business strategy, but these don’t happen by chance. They require intentional focus on bringing together a broad set of backgrounds, cultures, experiences, perspectives, and skills in a supportive and inclusive work environment. We hire people with exceptional talent and create an environment in which every individual can thrive professionally and personally.

POSITION SUMMARY

As an Office Assistant at Bain Stockholm, you will be an integral part of the Functional Professional Staff in which you will play a crucial role in supporting the daily operations of the office, acting as a key internal service provider. Your core role is to maintain office spaces, reception, and premises, ensuring everything runs smoothly and efficiently. Your role will extend beyond traditional office assistance and may involve ad-hoc tasks such as supporting local recruiting, marketing, event planning, assisting with TSG, or contributing to other internal projects.

You will be based at the reception, where you will be the face of Bain's professional office environment. This role requires an individual who is both highly self-motivated and detail-oriented, with a strong commitment to excellent customer service. You will be required to maintain Bain’s high standards for reception services and all associated duties, ensuring a positive first impression for both visitors and employees.  Strong communication and organizational skills are essential, and the ability to work efficiently under pressure while maintaining a positive attitude will contribute to your success in this role.

WHAT YOU’LL DO

Receptionist role

•    Meet and greet all visitors who arrive at the reception

•    Ensure that the reception is manned and works in line with set guidelines

•    Answer the phone in a professional and accommodating manner

•    Order couriers and taxis 

•    Booking of conference rooms including catering orders

•    Should know how everything works in the office regarding security, keys and entry systems and instruct employees on alarm and office safety

Client activities & interviews at the office

•    Prepare meeting rooms for interviews and client meetings

•    Order lunch and dinners for teams and client meetings

•    Support with printing and binding jobs when needed

Office space

•    Ensure that the office (reception, meeting rooms, common areas, storage room and kitchen (incl. dish washer and coffee machines)) are representative, tidy and well equipped 

•    Order kitchen and office supplies in line with budget and guidelines

•    Ensure and be responsible for that all machines (coffee machine, printers etc.) work accordingly, if possible, carry out small maintenance works (change toner, light bulbs). Call in service for copiers and printers, if needed

•    Assist in coordinating the cleaning contractors and suppliers and deal with any issues that may arise

•    Be part of the Crisis Management and Fire Warden team in Stockholm

Food and offices supply

•    Keep track of and order food and office supplies

•    Ensure that office supplies and food stocks are consistently maintained, preventing any shortages of essential items.

•    Organise breakfast and dinners when planned

•    Order food for meetings internal and external

Technical Support Group (TSG) 

•    Ability to handle IT relevant equipment in meeting/conf rooms

Recruiting, Events & New Starters

•    Support onboarding of new starters and transfers

•    Support recruiting and marketing events when applicable 

•    Other ad hoq tasks

Project Management

•    Build successful relationships with external suppliers and vendors as required

ABOUT YOU

Personal Attributes

•    Representative and professional

•    Service minded

•    Proactive by taking and managing own initiatives  

•    Ability to be flexible and to multi-task in a fast-paced environment

•    Have an eye for details and a stickler for accuracy

•    Team player

Qualifications

Essential

•    Computer literate, Microsoft Office package (Outlook, Word, Excel, PowerPoint, Teams)

•    Reception experience and a hospitable mindset

•    Swedish and English, oral and written 

•    Good verbal and written communication skills

•    Ability to stay organized and manage tasks with accuracy and efficiency

ABOUT US

Bain & Company is a global consultancy that helps the world’s most ambitious change makers define the future. Across 63 offices in 38 countries, we work alongside our clients as one team with a shared ambition to achieve extraordinary results, outperform the competition, and redefine industries. We complement our tailored, integrated expertise with a vibrant ecosystem of digital innovators to deliver better, faster, and more enduring outcomes. Our 10-year commitment to invest more than $1 billion in pro bono services brings our talent, expertise, and insight to organizations tackling today’s urgent challenges in education, racial equity, social justice, economic development, and the environment. We earned a gold rating from EcoVadis, the leading platform for environmental, social, and ethical performance ratings for global supply chains, putting us in the top 2% among other consulting firms. Since our founding in 1973, we have measured our success by the success of our clients, and we proudly maintain the highest level of client advocacy in the industry.