Executive Assistant to CEO — Strategic Partner

Vivicta; Espoo; On-site; EUR 39,000 - 50,000; Full time

Job summary

Vivicta is seeking an Executive Assistant to the CEO to coordinate priorities, manage the CEO's calendar, and facilitate communication with senior leaders and stakeholders. Regular on-site presence in Espoo is important during the initial months to understand the organisation and key relationships.

You will support leadership meetings, travel logistics, and confidential information handling, while ensuring efficient administrative workflows and timely responses across time zones.

Qualifications

• Experience supporting senior leaders or C-suite executives.
• Strong calendar management across time zones and travel planning.
• Excellent Finnish and English written and spoken communication.

Responsibilities

• Manage the CEO's calendar, priorities, and meeting prep.
• Screen and direct CEO requests; protect CEO time and focus.
• Coordinate leadership and board meetings and travel arrangements.
• Handle confidential information with discretion and compliance.
• Oversee expenses and admin tasks per company policy.
• Coordinate leadership events and offsites.

Skills

Calendar management

Executive support

Travel coordination

Written & verbal communication

Discretion & confidentiality

Pressure management

Learning new tools (AI)

Education

Business administration

Tools

Microsoft 365

Outlook

Teams

Word

PowerPoint

Excel

Job description

Vivicta is seeking an Executive Assistant to the CEO to coordinate priorities, manage the CEO's calendar, and facilitate communication with senior leaders and stakeholders. Regular on-site presence in Espoo is important during the initial months to understand the organisation and key relationships.

You will support leadership meetings, travel logistics, and confidential information handling, while ensuring efficient administrative workflows and timely responses across time zones.