Administrative Assistant / Recruitment Coordinator

We are seeking a highly organised, proactive, and personable Administrative Assistant / Recruitment Coordinator to support the day-to-day administrative, recruitment, and coordination activities of a leading property development company. The ideal candidate will be a confident communicator with exceptional attention to detail, strong follow-up skills, and the ability to manage multiple priorities in a fast-paced, international business environment. This role requires someone who can efficiently manage documentation, coordinate with internal and external stakeholders, support senior management in a Personal Assistant capacity, and liaise with international offices and partners across Finland and other global markets. We are looking for a professional who takes ownership, anticipates requirements, follows through on pending matters, and ensures that nothing falls through the cracks. Key Responsibilities Administrative & Personal Assistant Support

• Provide comprehensive administrative and secretarial support to senior management, including calendar management, meeting coordination, travel arrangements, correspondence, and follow-ups.
• Manage emails, calls, appointments, meeting schedules, and day-to-day office coordination.
• Prepare reports, presentations, meeting minutes, letters, and other business documents.
• Handle confidential information and sensitive correspondence with discretion and professionalism.
• Anticipate management requirements and proactively ensure that pending tasks are followed up and completed on time. Documentation & Records Management
• Collect, review, organise, and maintain company documents, contracts, forms, records, and other essential paperwork.
• Follow up persistently with relevant departments, employees, candidates, and external stakeholders to obtain missing or incomplete documents.
• Track pending documentation, maintain accurate records, and ensure timely submission of required information.
• Identify discrepancies, missing information, and documentation gaps, ensuring that issues are escalated and resolved promptly.
• Maintain systematic digital and physical filing systems, ensuring documents are easily accessible and properly organised.
• Support the preparation and coordination of documentation related to property development operations, as required. Recruitment Coordination
• Coordinate recruitment activities, including candidate communication, interview scheduling, interview confirmations, and follow-ups.
• Liaise with candidates, hiring managers, HR teams, and recruitment agencies to ensure a smooth recruitment process.
• Collect and verify candidate documentation, maintain recruitment trackers, and follow up on outstanding requirements.
• Assist with onboarding coordination, employment documentation, and joining formalities.
• Maintain confidentiality when handling candidate information and recruitment-related matters. International Coordination & Communication
• Coordinate with overseas offices, international partners, consultants, and stakeholders, particularly in Finland and other international markets.
• Manage cross-border correspondence, virtual meetings, appointments, and follow-ups across different time zones.
• Communicate professionally with individuals from diverse cultural and professional backgrounds.
• Ensure timely information exchange and follow through on requests, outstanding documents, and action points.
• Maintain clear communication between senior management, internal teams, and international stakeholders. General Coordination & Office Support
• Monitor outstanding tasks, maintain follow-up lists, and ensure deadlines are met.
• Support multiple departments with administrative coordination and information management.
• Handle competing priorities efficiently while maintaining accuracy and a high standard of work.
• Identify opportunities to improve administrative processes, documentation tracking, and coordination.
• Undertake additional responsibilities as required by management.
• Bachelor's degree or diploma in Business Administration, Human Resources, Office Management, or a related field.
• Minimum 3–5 years of relevant experience in administration, executive assistance, recruitment coordination, or a similar role.
• Previous experience supporting senior management or working in a Personal Assistant capacity is highly desirable.
• Experience in real estate, property development, construction, or an international business environment will be an advantage.
• Excellent written and verbal communication skills in English.
• Strong proficiency in MS Office, particularly Outlook, Word, Excel, and PowerPoint.
• Excellent organisational skills, attention to detail, and documentation management capabilities.
• Demonstrated ability to follow up on pending documents and outstanding tasks until completion.
• Ability to coordinate effectively with international stakeholders across different time zones.
• Strong multitasking skills and the ability to perform under pressure in a deadline-driven environment.
• High levels of professionalism, discretion, initiative, and accountability. Personal Attributes
• The successful candidate will be someone who:
• Has a confident, polished, professional, and approachable personality.
• Communicates clearly, diplomatically, and confidently with people at all levels.
• Is proactive, resourceful, and solution-oriented rather than waiting for instructions.
• Is exceptionally organised and does not overlook details or pending tasks.
• Demonstrates persistence and tact when following up on missing documents and delayed responses.
• Can manage pressure, changing priorities, and urgent requests without compromising quality.
• Is culturally aware and comfortable working with international teams and stakeholders.
• Demonstrates maturity, discretion, reliability, and a strong sense of ownership.
• If you are an organised, articulate, and proactive professional who excels at keeping people, documents, and priorities on track, we would like to hear from you.