Executive Assistant

Huhtamaki Oyj; Espoo; On-site; EUR 45,000 - 65,000; Full time

Job summary

Huhtamaki Oyj in Espoo, Finland is seeking a proactive, highly organized Executive Assistant to join the CEO Office. You will provide administrative and coordination support to the CEO and senior leaders, handling invoices, travel bookings, expenses, and meeting materials in a fast-paced, global environment.

This role requires strong MS 365 skills, confidentiality, and a service-minded approach, with opportunities to work across internal and external stakeholders and to contribute to continuous

Qualifications

• Relevant education in business administration, office management or related field.
• Experience as an Executive Assistant or similar support role.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple priorities and keep tasks progressing.
• Strong written and spoken English communication.
• Proactive, service-minded with strong stakeholder skills.
• Discretion handling confidential information.
• Proficient with Microsoft 365 apps (Outlook, Teams, PowerPoint, Word, Excel).
• Curiosity with AI-enabled tools to boost productivity.

Responsibilities

• Provide day-to-day administrative support to the CEO Office, including invoices, travel bookings, expenses, filing, and archiving.
• Coordinate travel arrangements and logistics for senior leaders and visitors.
• Support meeting arrangements and calendar updates for effective planning.
• Assist with meetings materials and documentation.
• Coordinate with internal and external stakeholders professionally.
• Back-up other Executive Assistants when needed; ensure seamless information flow.
• Leverage Microsoft 365 and AI-enabled tools to organize information and improve processes.
• Identify opportunities to simplify routines and enhance ways of working in the CEO Office.

Skills

Organizational skills

English proficiency

Stakeholder management

Service-minded approach

Discretion

Education

Business administration / office management education

Tools

Outlook

Teams

PowerPoint

Word

Excel

Copilot / AI tools

Job description

Enjoy a career, packaged with care, whilst helping protect food, people and the planet We are a key global provider of sustainable packaging solutions. We’re on a mission to make all packaging recyclable, reusable, or compostable. Every day, we ensure the hygiene and safety of food and drink for people around the world. We are Huhtamaki.

You could be part of our vision. Because it’s our talented people that make it happen. Our people on the shop floor producing innovative, sustainable products. Our people in our offices delivering excellence for our customers every day. It’s every one of us working together. We offer a place where you can feel safe, be supported, and make an impact so we can all focus on the future together.

We are looking for a proactive, highly organized, service-minded and flexible Executive Assistant to join our CEO Office. This is a unique opportunity to work at the heart of a global organization, supporting senior leadership and contributing to the smooth running of a dynamic international business environment. In this role, you will provide practical administrative and coordination support to the CEO Office/Executive Assistant to the President & CEO. Your responsibilities will include handling invoices, travel bookings and expense claims, handling meeting documentation, and taking care of filing, archiving and other practical coordination tasks. You will play a key role in ensuring that information flows seamlessly and everyday operations run smoothly. The position is ideal for someone who enjoys variety, takes pride in keeping things organized and thrives in a fast-paced environment where no two days are the same. It also offers an exciting opportunity to leverage modern digital solutions, including Microsoft 365 and AI-enabled tools, to improve ways of working and increase efficiency across the CEO Office.

What you'll be doing

Provide day-to-day administrative support to the CEO Office, including invoice handling, expense claims, filing, archiving, running errands, and other operational tasks.

Coordinate travel arrangements and logistics for senior leaders and visitors.

Support meeting arrangements and calendar updates to help ensure effective planning and execution.

Assist with practical communications, correspondence, meeting materials and meeting documentation.

Coordinate with internal and external stakeholders in a professional and service-oriented manner.

Secure great collaboration between departments and act as back-up of other Executive Assistants when needed.

Utilize Microsoft 365 and AI-enabled tools to organize information, prepare drafts, enhance documentation and streamline administrative processes.

Contribute to continuous improvement by identifying opportunities to simplify routines, increase efficiency and support effective ways of working within the CEO Office.

What you'll bring to the role

Relevant education in business administration, office management or a related field, or equivalent practical experience.

Former experience in an Executive Assistant, coordinator or similar support role.

Excellent organizational skills and an eye for detail.

Ability to manage multiple priorities and ensure practical matters progress smoothly.

Strong working knowledge of Microsoft 365 applications, including Outlook, Teams, PowerPoint, Word and Excel.

Curiosity in utilizing AI-enabled tools, such as Microsoft Copilot, to enhance productivity and effectiveness.

Positive, practical and service-minded approach combined with strong stakeholder skills.

Ability to handle confidential information with professionalism and discretion.

Strong written and spoken English skills.

A proactive mindset and genuine interest in helping others succeed.

Why join us?

Opportunity to work in a global, publicly listed company with a strong purpose and international reach.

Visible position within the CEO Office, offering exposure to senior leadership and business operations.

Collaborative and supportive work environment with opportunities to learn and develop.

Meaningful role where your contribution helps keep a global organization running effectively.

The position requires an approved security clearance.

Help protect food, people and the planet. Help us protect food, people and the planet We’re on a mission to be the first choice in sustainable packaging solutions so we can protect food, people and the planet. We need talented people like you to make that happen.

We’re growing as a business which is opening up new roles and opportunities so it’s an exciting time to join us. We promise to offer a place where you can feel safe, be supported and make an impact, so we can all focus on the future together.

Sounds like your sort of place? Your career, packaged with care.