Executive and Personal Assistant

Job description / Role

Main duties/responsibilities of the role:

The primary role of this position is to support administratively various senior level executives in their business activities in both English and Finnish.

Assistant duties include:

• Coordinating, scheduling and managing meetings both in person and by VCs (Zoom/Webex)
• Extensive calendar management, dealing with the team internally and with clients
• Calendar support to the rest of the team when required
• Restaurant and car bookings
• Provide extensive travel arrangements for the family, including booking flights, visa applications, accommodation, ground transfers, arranging meetings and preparation of itineraries if needed
• Provide support to other EAs when they are on A/L
• Expense submission
• Liaise with staff and family members
• Liaise with external parties on behalf of the family
• Property management: overseeing maintenance and upkeep of properties, including liaising with contractors and managing renovations or repairs
• Assist with administrative duties: scheduling appointments, checking emails, answering phone calls and managing personal documentation

The role requires someone who is dynamic and flexible. They will need to be able to work productively in an extremely fast-paced environment with lots of last-minute changes, requests and interruptions. They must have exceptional attention to detail and be comfortable working in a busy, high pressure environment. They must be able to work well alone and within a team and prioritize tasks effectively.

Person specification

Work experience/background:

Essential

• Fluency in Finnish and English is required
• Diary management experience
• Relevant administrative experience
• Previous roles supporting multiple key stakeholders in a very fast-paced environment
• Positive, can-do attitude

Technical/business skills & knowledge:

Essential

• Proven expertise with the internet and Microsoft Office environment including Word, PowerPoint, Excel and Outlook
• Strong organisational skills, detail-oriented and the ability to handle multiple priorities
• Excellent phone manner
• Extremely organised with excellent time management skills
• Ability to manage complex schedules, calendars and travel arrangements across different time zones
• Excellent use of English - written and spoken
• Able to work under pressure
• Excel
• General understanding of financial markets and terminology
• Proactive and ability to think ahead
• Integrity and ability to keep things always confidential
• Ability to adapt to the family schedule and routine