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
- 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
- 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
