Executive Assistant

Cargotec Corporation; Helsinki; On-site; EUR 42,000 - 62,000; Full time

Job summary

Hiab is seeking a highly organized Executive Assistant to support our Chief Financial Officer in Helsinki. You will manage complex calendars, coordinate travel, and prepare materials for meetings while handling confidential information with discretion.

You will also collaborate with our Investor Relations team to ensure smooth financial operations and timely investor communications in a fast-paced environment. The role offers opportunities within a global leader in smart load-handling.

Qualifications

• University degree and 5+ years of executive support experience.
• Strong organizational skills and meticulous attention to detail.
• Experience supporting large teams and coordinating complex calendars.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage the CFO's calendar, schedule meetings, and coordinate appointments.
• Coordinate communications between the CFO/CEO and internal/external stakeholders.
• Handle travel arrangements and expense reporting; maintain filing systems.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder communication

Discretion handling

Education

University degree

Job description

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Job Function: Administration & Facilities

Location:

Helsinki, FI

Country/Region: FI

Executive Assistant

Hiab is the pioneer in smart and sustainable on road load handling solutions. We believe in more than just work — we believe in making a difference for our customers to building a better tomorrow.

Your mission

We are seeking a highly organized and proactive Executive Assistant to support our Chief Financial Officer at Hiab, a stock listed company. This role provides essential administrative and coordination support to our CFO while working closely with our Investor Relations team to ensure smooth execution of financial operations and investor engagement activities.

You’ll manage complex schedules, coordinate travel logistics, prepare materials for meetings, and handle confidential information. This position requires strong organizational skills, discretion, and the ability to work efficiently in a fast-paced environment.

Key responsibilities

CFO Administrative Support

• Manage the CFO’s calendar, scheduling meetings and coordinating appointments
• Coordinate communication between the CFO and internal/external stakeholders
• Handle travel arrangements and expense reporting
• Maintain organized filing systems for important documents and information
• Governance of monthly and quarterly meetings for various CFO functions, including agenda drafting, action follow-up and document timeline
• Oversee end to end ownership of the Board Audit and Risk Management meeting cycle.

Investor Relations Coordination

• Coordinate logistics for quarterly earnings cycles, investor conferences, and roadshows
• Manage travel arrangements for CFO/ CEO and IR team members attending investor events
• Maintain synchronized calendars between CFO/ CEO and IR department
• Track and organize investor meeting materials and documentation
• Lead the practical execution of the Annual General Meeting, coordination across several teams and manage all logistics needed (venue, catering, suppliers)

Operational Support

• Develop efficient processes for recurring administrative tasks
• Build productive working relationships with other administrative staff and department contacts
• Ensure compliance with company policies regarding confidential information
• Identify opportunities to improve administrative processes.

What we are looking for

Education:

• University degree

Working experience:

• 5+ years of experience supporting senior executives
• Strong organizational skills and attention to detail
• Ability to handle confidential information with discretion
• Experience in supporting large teams
• Familiarity with financial calendars and reporting cycles
• Expertise in handling complex travel and calendar coordination
• Proactive approach—you stay ahead of needs and anticipate potential issues
• Calm and efficient under pressure with competing priorities
• Quick learner who adapts easily to new systems and processes
• Reliable and trustworthy professional.

What we offer

As a part of our Employees First culture, we offer opportunities to grow within a dynamic environment that values flexibility and your well-being. We strive to make things easier, empower you to succeed, and strive for excellence in a positive and inclusive environment.

We Are Hiab Hiab (Nasdaq Helsinki: HIAB) is a leading provider of smart and sustainable on road load-handling solutions, committed to delivering the best customer experience every day with the most engaged people and partners. As the industry pioneer, Hiab continues to make on road load-handling smarter, safer and more sustainable to build a better tomorrow.