Executive Assistant

Executive Assistant – Vivicta As of 2 September 2025, Vivicta, former Tietoevry Tech Services, now operates as a standalone company under our new brand. We’ve officially launched Vivicta, your trusted Nordic transformation partner, making everyday easier through technology. You can explore more about our brand and what we stand for at https://www.vivicta.comIntroduction Do you enjoy staying one step ahead, bringing structure to complexity and working closely with senior leadership? We are looking for an Executive Assistant to the CEO who will play a key role in coordinating priorities, facilitating communication and ensuring the CEO’s time and attention are focused where they have the greatest impact.As this role involves close day-to-day collaboration with the CEO, regular on-site presence in our Espoo office is important, particularly during the first months as you get to know the role, the organisation and key stakeholders.What you’ll doCalendar and priority management: Manage the CEO’s calendar, prioritise requests, resolve scheduling conflicts and protect time for strategic work. Coordinate meetings across time zones and anticipate preparation needs.CEO access management: Manage access to the CEO by screening and prioritising meeting requests, calls and enquiries. Redirect matters to appropriate colleagues, escalate urgent issues and protect the CEO’s time.Leadership and board support: Coordinate executive meetings for the Leadership Team and Board of Directors, including schedules and practical arrangements, in collaboration with relevant colleagues.Travel arrangements: Coordinate domestic and international travel, including bookings. Respond to changes and disruptions promptly.Stakeholder liaison: Serve as a professional point of contact for the CEO’s office and coordinate communication with the leadership team, board members, employees, customers, partners and other stakeholders.Confidential information: Handle sensitive business information with discretion. Maintain organised records and apply company requirements for confidentiality, data protection and access.Expenses and administration: Prepare expense claims, coordinate invoice processing and maintain relevant administrative records in line with company policies and approval procedures.Events and special assignments: Coordinate leadership offsites, executive visits and business events.Who we are looking forWe are looking for a proactive, highly organised and service-minded professional who enjoys supporting senior leadership in a fast-paced environment. You may have a few years of relevant experience and be ready for your next step, or you may already be an experienced Executive Assistant. What matters most is your ability to take ownership, stay one step ahead and work effectively with senior leaders and stakeholders.Relevant experience in executive, senior-level or similar administrative support.Experience managing complex calendars, coordinating international travel and organising executive meetings.Strong written and verbal communication skills in Finnish and English, with the ability to communicate professionally with stakeholders at different levels and prepare accurate business documents.Relevant education in business administration or a related field, or equivalent practical experience.Strong digital skills, including Microsoft 365 applications such as Outlook, Teams, Word, PowerPoint and Excel, with confidence learning new digital and AI tools for drafting, summarising information and improving administrative workflows.Ability to remain composed under pressure, prioritise competing demands, take ownership and meet tight deadlines while maintaining accuracy and attention to detail.Sound judgement and discretion when handling sensitive or confidential information.It would be a plus if you haveExperience supporting a CEO, C-suite executive, Leadership Team or Board.Experience working in an international or multi-stakeholder environment.What we offer youThe salary range for this role is €3,500–€4,500 per month, depending on experience and competence, with some flexibility for the right candidate.We offer you professional growth, meaningful projects, an open culture, and an exceptional work–life balance! We provide you with the opportunity to help shape the future of a rapidly growing and important sector. We believe that our organizational culture is a key factor in your success. We also believe in curiosity and continuous learning as a way of life, where you reskill and grow every day as new opportunities arise.How to applyPlease attach your CV and cover letter merged into one file, and include a link to your LinkedIn profile. Interviews will be held on a continuous basis, so we encourage you to apply today. Hope to hear from you soon! Vivicta is committed to diversity and welcomes applicants of all genders, ages, abilities, ethnicities, orientations, beliefs, and backgrounds.We conduct background checks for all final candidates, and some roles may require security clearance during hiring or later—always handled within local legislation and with care and confidentiality.Vivicta declines calls from recruitment companies