Executive Assistant to the CEO

StillArt Ab; Porvoo; Hybrid; EUR 39.000 - 50.000; Vollzeit

Zusammenfassung

StillArt Ab in Finland is seeking an Executive Assistant to guard the CEO’s energy, momentum and focus. You will lead the daily rhythm, arrive with the agenda and, within three months, anticipate the next move.

This is a partnership role where you take ownership and ensure the CEO spends time where it matters most. You will triage the inbox, manage the CEO’s calendar across the group, arrange travel and events to a high standard, handle follow-through with the team and keep notes, actions and

Qualifikationen

• Experience supporting a busy executive or founder.
• Fluent in English; German and other languages are a plus.
• Discreet handling of sensitive information and finances.

Aufgaben

• Triage and reply to inbox; protect CEO’s focus and time.
• Manage calendar across the group; guard focus time.
• Coordinate travel, events and payments with high standards.
• Prepare weekly hand-offs and day-end preview with CEO.
• Draft social posts in coordination with the team.

Kenntnisse

Executive support

Calendar management

Inbox triage

English fluency

Discretion with sensitive information

Cross-cultural communication

Microsoft 365 tools

Project planning

Tools

Microsoft 365

Planner

OneDrive

Outlook

Copilot

Jobbeschreibung

For two decades, StillArt has helped orchestras and arts organizations fill their halls. The company works. What it needs now is someone to protect the mind behind it.

A COMPANY ON SOLID GROUND StillArt (Finland) and its associated companies are established and profitable, with about €2 million in annual turnover, a team of four, and two dozen suppliers in a dozen countries. Unique products and clear plans for international growth mean this role grows as the companies do.

THE ROLE

As Executive Assistant, you guard the CEO’s energy, momentum and focus, so his hours go where they are worth the most: winning clients, solving the problems only the CEO can solve, building the brand and starting what comes next. Everything that pulls him out of that zone, you take, and you take it so well he never has to look back. This is not a role for someone who waits for instructions. It is a partnership. You lead the daily rhythm, you arrive with the agenda, and within three months you are anticipating the next move.

WHAT YOU WILL OWN

This is a role with real ownership. From your first weeks, these are yours: The inbox. You triage, decide and reply, so only what truly needs the CEO reaches him. The calendar. You manage scheduling across the companies in the group, guard focus time and prepare the week ahead. Follow-through. Loose ends close because you close them, with the team, leads and clients. Momentum. You keep notes, actions and the project list moving, so the best ideas actually get implemented. Travel and events. Conferences, flights and hotels arranged to a high standard. Purchases and payments. Handled correctly, within limits the CEO sets. Voice and visibility. Social posts and copy coordinated with the right people. The daily rhythm. A short morning check-in and an end-of-day hand-off that previews tomorrow’s one big thing. Planning together. You plan and prioritize alongside the CEO, with more independence as trust grows, and you serve as a sounding board when it is time to decide which ideas earn traction now.

WHY THIS ROLE IS SOUGHT AFTER

A seat beside the founder. You work directly with the CEO, close enough to shape the company’s next chapter. A role built with you. The scope is designed around the person who takes it, and you carry the responsibility to build it. A 90-day path. A structured training program, in three stages, so you are never left guessing how to be impactful.

WHO WE ARE LOOKING FOR

Calm in motion. Steady when plans change fast. Proactive by instinct. You see what needs doing before you are asked. Curious and always learning. New tools, new products, new markets, new ways of working, including AI. The CEO has a voracious appetite for learning. Entrepreneurial at heart. At home in a founder-led company where change moves quickly, and energized by growth. Experienced and discerning. You have run a busy executive’s day before, as an executive assistant or in a similar supporting role, and senior team members take you seriously. Strong with people. A real listener who makes a room feel safe. You guide as much as you assist. Trusted with what matters. Discreet with sensitive information, trusted with visibility of company and personal money, and comfortable with finance basics. Careful with detail. You would rather get it right than get it fast. To show us, add the word intern to the last field on the application form. Fluent in Microsoft tools. StillArt runs on Microsoft 365, including Planner, OneDrive, Outlook and Copilot. You work in it with ease and, ideally, help the team get more out of it by showing how our processes can be set up. Warm, with boundaries. Helpful and friendly, and honest about what is sustainable. Culture oriented. You care about the arts and about being of service to arts organizations. Experience in the arts is a plus. At home across languages and cultures. English is a must. German is a strong advantage, as this is StillArt’s long term target market. Swedish (the CEO’s mother tongue) and Finnish (the dominant language of the home country) are valued, and other languages are welcome as the company grows globally.

WHAT THIS ROLE IS NOT

This role guards the CEO’s time. It does not carry the sales pipeline, own bookkeeping or financial modeling, or run operations or manage the team. Those sit in other seats at StillArt.

THE DETAILS

Employer: StillArt Limited Ab Employment: Employee, full time, Monday to Friday, working roughly 9:00 to 17:00 Helsinki time Target start: Mid-November 2026 Location: Ideally based in Finland, able to meet in person once a week in Porvoo. Candidates living elsewhere in the EU, EEA or Switzerland are encouraged to apply. Working style: Mostly remote, with regular time in person, ideally weekly Salary range: €3,500 to €4,500 gross per month, depending on experience and languages. Open to more for a candidate who clearly shows the added value they bring.

Employment relationship: Employment

Wage: Other

Working time: Daytime work

Traveling: The job involves travel

Number of positions: 1

Osaamisalue: Hallinto- & toimistotehtävät, Markkinointi & mainonta