Private Personal Assistant

2 days ago

Helsinki, Uusimaa, Finland Illusian Full time

The Founder Office Illusian is looking for a proactive and self-directed Private Personal Assistant to support the client families with personal and administrative matters.

As a Private Personal Assistant, you are part of the home team that looks after Illusian's family and lifestyle services. Working closely with the client family and home team, you'll manage various administrative tasks in your daily work. Illusian is a growing team with an ambitious vision, offering you the opportunity to level up our operations while growing as a professional.

Key responsibilities:

  • Diary management, meeting and schedule coordination across multiple time zones
  • Handling administration, such as processing invoices, paying bills and keeping records, collating and submitting expenses
  • Administration related to insurances, wine, art, vehicles, etc.
  • Coordinating all family travel, hotel arrangements, transportation and flights including all required documentation
  • Comparing and tendering purchases and services
  • Booking appointments and making reservations
  • Supporting on various projects, such as real estate renovations and event planning

What makes you a great fit?

This role is perfect for a proactive, versatile individual who thrives on multitasking, building strong relationships, and maintaining order. Ideally, you have experience in a similar role within a fast-paced environment and have supported executives in their day-to-day needs. Discretion and confidentiality are second nature to you when handling sensitive information.

You are expected to have:

  • Minimum of 5 years of relevant experience
  • Clear and effective communication in English and Finnish
  • Excellent IT skills, i.e. Microsoft Office, hybrid working tools and software
  • Flexible improvement mindset and genuine interest in your personal development
  • Strong attention to detail and an eye for quality
  • Passion to work in a dynamic, high-energy environment
  • Flexibility and ability to adapt to changes

Illusian offers you:

  • Extended family office community with an open and inclusive working environment and caring colleagues who support each other's personal development and learning
  • Exclusive peek into the world of Europe's top entrepreneurs, founders, and investors
  • Modern office environment in central Helsinki
  • Competitive salary (see below) and benefits, including an extensive private healthcare and medical insurance

Practicalities:

In this permanent and full-time position, you will be directly employed by Illusian. The starting date is as soon as possible, and the role is based at Illusian's office in central Helsinki with a hybrid work model. Additionally, the job requires travel within the Helsinki metropolitan area to various locations as well as occasional flexibility outside of office hours. A driver's license is seen as an advantage for transportation purposes. Salary in this position is approximately 3500-4000 €/month depending on your experience.

Interested in working at Illusian? Please submit your CV and motivation letter in English and in PDF-format by the latest 13th of April 2025 via our application system. Please also mention your salary request and the earliest possible starting date in your application documents. We are actively reviewing applications throughout the application period and processing them in the order they are received. Remember to use the application system; we do not accept applications by email.

Please note that the credit information of the selected candidate will be checked due to the confidentiality of the position.

You can read about Illusian at: https://illusian.org/ For questions about the position and application process, please contact aTalent's Senior Recruitment Consultant Kati Hautakoski (kati.hautakoski[at]atalent.fi, +358 50 552 0419).

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