Office Manager

CAIA Cosmetics is a Stockholm-based global beauty brand, founded in 2018 by beauty industry veterans and experts in social media

and content. We create high-performing, top-quality products at accessible price points, always crafted with intention and

grounded in our Scandinavian heritage of effortlessness, warmth and clean design.

Driven by an entrepreneurial and creative spirit, CAIA blends quality and expertise with creativity and entertainment to make

beauty feel inspiring, joyful and easy to use. Our world is aspirational yet attainable - rooted in access, community, inclusivity

and our signature “effortless glow.”

We are looking for a structured and service-minded Office Manager to join our HQ in Stockholm. In this role, you play a key part

in our daily operations. You make sure our office runs smoothly, feels welcoming to colleagues and visitors, and reflects who we

are as a brand.

As the main contact for colleagues in all office matters and the first point of contact for visitors and suppliers, your overall

goal is to deliver world-class service and make sure our office always looks and runs at its very best. Reporting to our People &

Culture Manager, you support the People team with onboarding, offboarding and the work environment. You also plan internal events

in collaboration with other teams across the organisation.

This is a great opportunity for someone with a couple of years of experience in an office or service role, who has an eye for

detail and wants to take full responsibility for the office at a fast-growing beauty brand.

• Own the office experience. Lead the day-to-day running of our Stockholm office, from reception and shared spaces to meeting

rooms and administrative routines, and set the standard for how it feels to work here.

• Make every day a great first impression. Ensure the office is welcoming, well-organised and ready for colleagues, candidates

and partners, every single day.

• Run operations with precision. Manage purchasing, post, deliveries and office supplies, and build strong relationships with our

suppliers and service partners.

• Keep the office running smoothly. Coordinate bookings, meetings, refreshments and lunches so that our teams can focus on what

they do best.

• Raise the bar continuously. Challenge how things are done today and proactively develop the routines and processes that make

the office work better for everyone.

• Be a key partner to our People team. Help create outstanding onboarding and offboarding experiences and contribute to a

healthy, inspiring work environment.

• Bring our culture to life. Plan and deliver internal events together with our marketing team and Creative Director, moments

that bring people together and reflect who we are.

• Help shape an exceptional workplace. Take an active role in internal initiatives and contribute to building one of the best

places to work, with a culture people are proud to be part of.

You take real pride in service and full ownership of your work, and you’re the kind of person who notices what needs doing before

anyone asks. You meet colleagues and visitors with warmth, confidence and clarity, and people leave every interaction feeling

taken care of. You’re highly structured, thrive working independently and keep a cool head when things get busy, always knowing

what matters most. Initiative, problem-solving and attention to detail come naturally to you. You have a genuine eye for

aesthetics and make sure our office is a true reflection of our brand, every day.

• Solid knowledge of work environment requirements, including the Swedish Work Environment Act (AML), the Swedish Work

Environment Authority’s regulations including SAM, fire safety and the role of the safety representative

• Confidence with digital tools and AI, such as Microsoft 365, Google Workspace and Claude, and curiosity about using them to

work smarter

At CAIA, you’ll be part of one of Scandinavia’s most exciting and fast-growing beauty brands, working in a creative, collaborative

and dynamic environment where ideas come to life. You’ll have the opportunity to grow your skills while creating an office that

our team, partners and visitors love coming to.

If you’re service-minded, take pride in getting every detail right and want to make our HQ a great place to work, we’d love to

hear from you. Send us your application and let’s continue building CAIA’s story together!