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 clientsCalendar support to the rest of the team when requiredRestaurant and car bookingsProvide extensive travel arrangements for the family, including: booking flights, visa applications, accommodation, ground transfers, arranging meeting and preparation of itineraries if neededProvide support to other EAs when they are on A/LExpense submissionLiaise with staff and family membersLiaise with external parties on behalf of the familyProperty management: overseeing maintenance and upkeep of properties, including liaising with contractors and managing renovations or repairsAssist with administrative duties: scheduling appointments, checking emails, answering, making phone calls, and managing personal documentationThe 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 SPECIFICATIONWORK EXPERIENCE/BACKGROUND:EssentialFluency in Finnish and English is requiredDiary management experienceRelevant administrative experiencePrevious roles supporting multiple key stake holders in a very fast-pace environmentPositive, can do attitudeTECHNICAL/BUSINESS SKILLS & KNOWLEDGE:EssentialProven expertise with the Internet and Microsoft Office environment including Word, PowerPoint, Excel and OutlookStrong organisational skills, detail-oriented and the ability to handle multiple prioritiesExcellent phone mannerExtremely organised with excellent time management skillsAbility to manage complex schedules, calendars and travel arrangements across different time zonesExcellent use of English – (written and spoken)Able to work under pressureExcelGeneral understanding of financial markets and terminologyProactive and ability to think aheadIntegrity and ability to keep thinks always confidentialAbility to adapt to the family schedule and routine#J-18808-Ljbffr