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, French 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, French 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