EA to Executive Team

Aibidia; Helsinki; Hybrid; EUR 55,000 - 85,000; Full time

Benefits offered by this job

Share in success

Flexible hybrid

Healthcare package

Wellbeing program

Team socials

Latest technology

Growth budget

Global impact

Flat structure

Open collaboration

Job summary

Aibidia is seeking an Executive Assistant who is highly organised, proactive, and collaborative to support the CEO and Leadership Team. You'll bring structure to a fast-growing, international company and help drive strategic decision-making through forward planning and hands-on execution.

In this role you'll coordinate executive operations, calendar management, travel, and meeting materials, while leveraging AI tools to improve efficiency and ensure accuracy across leadership processes.

Responsibilities

• Partner with the CEO to manage priorities, schedules, and day-to-day operations.
• Own the CEO's calendar and travel, resolving diary conflicts against priorities.
• Prepare agendas, presentations, briefing documents, and meeting materials.
• Coordinate the operating rhythm of the Executive Leadership Team and leadership meetings.
• Capture decisions, maintain action logs, and follow up with owners until closed.
• Use AI tools responsibly to improve efficiency and accuracy in leadership processes.
• Own companywide communications for Goals with the CFO and relate to reporting.
• Support GTM leadership meetings, cross-functional sessions, and All Hands events.

Job description

Overview

The Executive Assistant is a highly organised, proactive and collaborative partner to the CEO and Executive Leadership Team. Combining high-quality executive support with seamless coordination, this role sits at the heart of the business and offers unique exposure to strategic decision-making across a fast-growing, international company. You’ll bring structure to a fast-moving environment, balancing effective forward planning with practical, methodical and hands‑on execution. Beyond day‑to‑day support, you’ll have the opportunity to improve executive processes, coordinate high‑impact company initiatives and help the leadership team operate at its best.

Key Responsibilities

Executive Partnership

• Partner closely with the CEO to manage priorities, schedules, and day‑to‑day operations.

• Own the CEO's calendar and travel, resolving diary conflicts against agreed priorities.

• Prepare agendas, presentations, briefing documents, and meeting materials.

• Communicate and work with external parties, including customers, the company board, and potential future investors.
  

Executive Operations

• Coordinate the operating rhythm of the Executive Leadership Team.

• Organise leadership meetings, planning sessions, quarterly offsites, and company events.

• Capture decisions, maintain action logs, and follow up with owners until actions are closed.

• Review the leadership meeting calendar each quarter and recommend where meetings or reports can be consolidated or dropped.

• Use AI tools responsibly to improve efficiency, check for accuracy, and advocate for their use to streamline internal processes.
  

Company Operations

• Work with the CFO and relevant parties to own the companywide communications for Goals, including clear updates, robust practices and effective measurement and reporting.

• Support the CRO in establishing and maintaining an effective operating cadence, including coordinating GTM leadership meetings, cross‑functional sessions and team events.

• Partner with the People Team to deliver key projects and initiatives that contribute to the company’s success, including supporting company-wide meetings and All Hands.

• Use company knowledge to identify risks, dependencies, and blockers, escalating where appropriate.

Key Competency Behaviours & Ways of Working

Impact & Ownership - delivers high‑impact work and takes accountability for outcomes

• Ownership and follow‑through: takes end‑to‑end accountability for outcomes rather than tasks, closing loops without needing to be chased.

• Executive judgement: prioritises well on the CEO's behalf on day‑to‑day matters, and knows what to handle independently and what to activate.

• Anticipates rather than reacts: surfaces decisions, risks, and dependencies before they become urgent.

• Delivers to deadline: flags slippage early rather than absorbing it silently.
  

Growth & Innovation - brings game-changing solutions that drive growth

• Continuous improvement: actively simplifies processes and adopts better tooling, including AI, to increase leadership leverage.

• Commercial awareness: understands the business model and company priorities well enough to sequence competing demands sensibly and flag when something important is at risk.

• Structure in ambiguity: turns vague requests into clear plans, checklists and timelines for the work they are coordinating.

Team & Collaboration - works effectively and constructively toward collective goals

• Influence without authority: secures commitment from senior stakeholders and follows up on outstanding actions without relying on positional authority.

• Communicates concisely and in writing, leading with a recommendation rather than an open question.

• Manages upwards with confidence, raising issues and blockers directly with senior leaders.

• Discretion and trust: handles sensitive information and difficult conversations with complete confidentiality.

What Success Looks Like

• Schedules are planned in advance, with conflicts resolved proactively and without requiring their involvement.

• Leadership meetings are supported by clear agendas circulated in advance, with actions assigned, documented and completed by agreed deadlines.

• Project progress, ownership and risks are kept up to date and readily visible to the Leadership Team.

• Company events and All Hands meetings are delivered smoothly, on time and within budget.

• At least one executive or company‑wide process is measurably improved or simplified each quarter.

Benefits & Perks:

• Share in Aibidia’s success – Enjoy a competitive compensation and incentive package that rewards your contribution.

• Flexible, hybrid working – Flexible working hours and a hybrid policy designed to support how you work best.

• Comprehensive healthcare – A healthcare package to support you and your wellbeing.

• Wellbeing that matters – A genuine focus on physical and mental wellbeing, supported by our internal Health & Wellbeing Committee.

• Time to celebrate together – Regular team socials, including our much‑loved summer and winter parties.

• The best tools for the job – Access to the latest technology to help you do your best work.

• Invest in your growth – Performance-based development is part of our culture, with a dedicated learning budget for every employee.

• Make an impact globally – Join a fast-growing global SaaS company using technology to transform a traditionally complex industry.

• Low hierarchy, high collaboration – Work in an open, collaborative environment where ideas are valued and everyone has the opportunity to make an impact.

We are committed to fostering an inclusive culture that celebrates diversity, we want you to bring you, no matter your background, gender, race or sexual orientation!

Please note, we’re unable to provide visa sponsorship for this role. To be considered, you’ll need to show proof of your eligibility to work in the country.