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Executive Assistant

3 months ago

Helsinki, Uusimaa, Finland maailma Full time
About the Role

We are seeking an experienced Executive Assistant to provide high-level administrative support to our Deputy Executive Director. The successful candidate will be responsible for coordinating meetings, events, and travel arrangements, as well as managing calendars and ensuring seamless communication between teams.

Key Responsibilities
  • Provide strategic support to the Deputy Executive Director, including scheduling meetings and events, and coordinating travel arrangements.
  • Manage calendars and ensure timely communication between teams.
  • Coordinate meetings and events, including preparing agendas, booking venues, and arranging logistics.
  • Develop and maintain relationships with internal and external stakeholders, including the Board of Directors and Global Leadership Team.
  • Manage financial tasks, including travel claims and departmental invoices.
  • Organize and maintain records and statistics, including the Decision-making register and Agreement Register.
  • Act as a travel manager for the organization, coordinating travel arrangements and training staff.
  • Develop and implement office management systems and procedures to ensure efficient and effective operations.
Requirements
  • Strong technical knowledge and experience in leadership-level executive assistance.
  • Excellent communication and interpersonal skills, with the ability to build strong relationships with internal and external stakeholders.
  • Good command of Finnish and English, with the ability to communicate effectively in both languages.
  • Understanding of confidentiality and the ability to maintain discretion when handling sensitive information.
  • Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously.
  • Experience with IT systems, including Microsoft products and finance tools.
What We Offer
  • A permanent position with a competitive salary and benefits package.
  • A dynamic and supportive work environment, with opportunities for professional growth and development.
  • A comprehensive occupational health service and flexible working hours.