Executive Assistant

V7 Recruitment Ltd; Helsinki; On-site; EUR 45,000 - 65,000; Full time

Job summary

V7 Recruitment Ltd is seeking an Executive Assistant to support the senior leadership team in Helsinki. You will oversee administrative operations, coordinate complex diaries, and act as the primary liaison across clients and internal teams.

The role offers exposure to high-profile construction and data centre projects, handling travel arrangements, invoicing support, event planning, and meticulous filing to keep daily operations running smoothly.

Qualifications

• Strong organisational and prioritisation skills.
• Excellent interpersonal communication with senior leaders and clients.
• Proactive, adaptable and calm under pressure.

Responsibilities

• Provide high-level administrative and secretarial support to senior leadership
• Coordinate and schedule client meetings, ensuring seamless logistics
• Arrange travel, including booking flights and accommodation
• Manage and maintain accurate documentation and filing systems
• Handle invoicing and support general administrative finance tasks
• Coordinate meetings, including preparation of agendas and follow-up actions
• Organise company events and assist with planning and delivery
• Maintain and oversee document archiving systems
• Ensure the office environment is professional, organised, and well-presented
• Receive and manage deliveries, including unpacking shipments
• Arrange and oversee meeting refreshments and hospitality
• Act as a central coordination point between internal teams and external stakeholders

Job description

Executive Assistant – Construction (Data Centre Projects) Helsinki

We are delighted to be partnering with a well-established and fast-growing construction business that specialises in delivering complex data centre projects for a prestigious client base. As a result of continued growth, they are now looking to appoint a highly capable Executive Assistant to support their senior leadership team.

This is a fantastic opportunity to join a dynamic and forward-thinking organisation, where you will play a central role in ensuring the smooth running of daily operations and acting as a key liaison across multiple stakeholders.

The Ideal Candidate

Our client is seeking an organised, proactive, and adaptable individual who thrives in a fast-paced environment. You will be confident managing multiple priorities, with the ability to remain calm and solutions-focused under pressure.

Strong interpersonal skills are essential, as you will be working closely with senior leaders, clients, and internal teams. The successful candidate will have a positive, flexible attitude, a keen eye for detail, and a genuine willingness to support others. A proactive mindset and eagerness to learn are key to succeeding in this role.

Key Responsibilities

• Provide high-level administrative and secretarial support to senior leadership
• Coordinate and schedule client meetings, ensuring seamless logistics
• Arrange travel, including booking flights and accommodation
• Manage and maintain accurate documentation and filing systems
• Handle invoicing and support general administrative finance tasks
• Coordinate meetings, including preparation of agendas and follow-up actions
• Organise company events and assist with planning and delivery
• Maintain and oversee document archiving systems
• Ensure the office environment is professional, organised, and well-presented
• Receive and manage deliveries, including unpacking shipments
• Arrange and oversee meeting refreshments and hospitality
• Act as a central coordination point between internal teams and external stakeholders

This role offers excellent exposure to senior leadership and the opportunity to be part of high-profile projects within a growing and innovative sector.

V7 Recruitment is an equal opportunities employer and does not discriminate on the grounds of age, disability, gender, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation. All applications will be considered solely on merit and suitability for the role.