Executive and Personal Assistant

MAIN DUTIES/RESPONSIBILITIES OF

THE ROLE:

Essential Responsibilities:

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 meeting 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, making 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 & 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 stake holders in a very fast-pace 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 thinks always confidential

• Ability to adapt to the family schedule and routine