Assistant

Aalto-yliopisto; Espoo; On-site; EUR 30,000 - 33,000; Full time

Job summary

Aalto University’s School of Arts, Design and Architecture is seeking an Assistant for a fixed-term substitution starting as soon as possible and continuing until 21 February 2027. You will be part of a small, efficient assistant team supporting four departments and have the opportunity to shape the role and improve departmental processes.

You will provide administrative support, manage meetings, organize events, and contribute to internal communications.

Qualifications

• Bachelor of Business Administration or equivalent degree.
• Fluency in Finnish and English.
• Strong IT skills or willingness to learn Drupal, WordPress, Webropol, Office 365 and e-signing services.
• Service mindset, proactive, independent.
• Excellent information seeking and networking.
• Flexible, collaborative and organized.
• International experience and familiarity with academia is a plus.

Responsibilities

• Provide administrative support to department heads and research group leaders.
• Serve as secretary for department and management meetings.
• Support strategic management.
• Plan and organize events (meetings, seminars, defences, department events, community activities).
• Produce and develop internal communications and materials (web content and updates, newsletters, presentations).
• Drive development initiatives with the team.
• Arrange travel for staff and students.
• Handle small procurements and mail.

Skills

Service mindset

Proactive

Independent

Organized

Networking

Education

Bachelor of Business Administration or equivalent

Tools

Drupal

WordPress

Webropol

Office 365

E-signing services

Job description

ASSISTANT Aalto University’s School of Arts, Design and Architecture is looking for an Assistant for a fixed-term substitution starting as soon as possible and continuing until 21 February 2027. In this role, you will be part of a small, efficient assistant team supporting four departments and have the opportunity to shape the role and improve departmental processes.

Key responsibilities

• Provide administrative support to department heads and research group leaders
• Serve as secretary for department and management meetings
• Support strategic management
• Plan and organize events (meetings, seminars, defences, department events, community activities)
• Produce and develop internal communications and materials (web content and updates, newsletters, presentations)
• Drive development initiatives with the team
• Arrange travel for staff and students
• Handle small procurements and mail

We are looking for someone fluent in Finnish and English, with solid IT skills or the motivation to learn tools such as Drupal, WordPress, Webropol, Office 365 and e-signing services, and a relevant degree (e.g. Bachelor of Business Administration). You have a strong service mindset, are proactive and independent, excel at information seeking and networking, and work flexibly, collaboratively and in an organized manner. International experience and familiarity with academia are an advantage.

We offer a salary of €2700-€3000 under the university pay system, a workplace in Otaniemi, Espoo with good transport connections, flexible working hours and partial remote work, comprehensive occupational healthcare and extensive staff training, plus a multicultural environment and a supportive professional team where your work contributes to Aalto’s societal mission in science, art and education.

More about Aalto University: Aalto.fi youtube.com/user/aaltouniversity linkedin.com/school/aalto-university/ www.facebook.com/aaltouniversity instagram.com/aaltouniversity

• Bachelor of Business Administration or equivalent degree
• Fluency in Finnish and English
• Strong IT skills or willingness to learn Drupal, WordPress, Webropol, Office 365 and e-signing services
• Service mindset, proactive, independent
• Excellent information seeking and networking
• Flexible, collaborative and organized
• International experience and familiarity with academia is a plus