Senior Admin Assistant

Oy Medix Biochemica Ab; Espoo; On-site; EUR 42,000 - 56,000; Full time

Job summary

Medix Biochemica is seeking a Senior Admin Assistant to act as an office cornerstone at our Espoo headquarters. You will support the Leadership Team, manage calendars and travel, coordinate board-related activities, handle events and internal communications, and assist with HR processes and contract coordination.

The role emphasizes on-site office management, mail, travel support, and cross-functional collaboration across geographies.

Qualifications

• Bachelor’s degree or equivalent in a relevant field.
• Several years of senior administrative support experience in an international setting.
• Ability to manage complex calendars, travel, meetings and events with accuracy.

Responsibilities

• Provide executive and Leadership Team support, calendar and travel coordination for CEO and leaders.
• Coordinate Board meeting logistics and materials.
• Plan company events and town halls; manage intranet and documentation systems.

Skills

Calendar management

Travel arrangements

Executive support

Office management

English and Finnish

MS 365

Documentation

Education

Bachelor’s degree in business administration/related

Tools

Outlook

Teams

OneDrive

Word

Excel

PowerPoint

Job description

Medix Biochemica is a global leading company powering the in vitro diagnostics (IVD) industry with mission-critical raw materials. With Finnish roots and operations across Europe, the U.S., and Asia, our teams work at the intersection of science, manufacturing, service and reliability - helping our customers deliver trusted diagnostic results to billions of patients worldwide.

What sets Medix Biochemica apart is not just what we do, but how we do it. We are an independent, science-driven partner focused on quality at scale, supply security, and sustainable technologies. Our global manufacturing footprint and local technical service teams enable us to move quickly, support customers close to where they operate, and build consistency into every product we deliver.

Backed by strong financial resources and a clear long-term strategy, we’ve grown through targeted acquisitions and continued investment in people, capabilities, and infrastructure - all in service of our ambition to be the first-choice partner for mission-critical IVD components. This growth has expanded our portfolio and created new opportunities for collaboration, innovation, and impact across disciplines, and geographies.

Just as we’re committed to enabling reliable diagnostics, we’re equally committed to creating a workplace where people can do meaningful work and grow. Our culture is guided by shared values - We Care, We Dare, and We Deliver - which shape how we work together, challenge ideas, and turn scientific expertise into real-world impact. With over 270 colleagues globally, Medix Biochemica offers the scale of an international organization with the openness, agility, and purpose of a company still building its future.

We are looking for Senior Admin Assistant to act as office assistant for our headquarters in Espoo, creating a welcoming, well-organized workplace that supports employees’ day-to-day work. The role provides administrative and practical support to the Leadership Team and helps ensure the smooth coordination of meetings, Board-related arrangements, company events and day-to-day office operations at Medix Biochemica’s headquarters in Espoo. The role also supports internal communication, travel administration, and selected HR processes. We would prefer the successful candidate to also support contract coordination, provided they have a relevant background.

Key tasks and responsibilities:

• Executive and Leadership Team support: Manage calendars and travel arrangements for the CEO and Leadership Team; coordinate Leadership Team meeting practical arrangements; manage the travel inbox; and check travel claims for Leadership Team members.
• Board of Directors support: Coordinate Medix Biochemica Group Board meeting arrangements, material coordination and travel arrangements.
• Company events and town halls: Coordinate company internal and external event arrangements.
• Document and content management: Manage content on the OurPlace intranet and in our teams communication channel. Manage contracts, company instructions and policies in our documentation system M-Files.
• Office management: Act as Office Manager for Espoo, ensuring the office is an engaging and effective space for our employees. Manage Medix giveaways and gift inventory,and manage incoming and outgoing mail between the office and the downstairs mail collection point.
• Travel support: Act as travel contact person for Espoo and support visa applications for visitors to Finland.
• Logistics and shipments: Coordinate logistics and shipments for materials an documents to events and partners.
• Internal communication: Carry out various tasks related to internal communication.
• HR administration: Support HR processes, such as employee recognition, onboarding, routine HR system administration and learning activities, in coordination with HR and internal stakeholders.
• Contract coordination: it would be preferred that the person acts as contract coordinator, first reviewer and gatekeeper regarding our contracts.

Your experience and skills:

• Bachelor’s degree from a university of applied sciences or university in business administration, office management, communications, human resources or another relevant field. A relevant vocational qualification combined with strong, directly applicable experience may also be considered.
• Several years of relevant experience in senior administrative support, office management or a comparable coordination role, in an international organization.
• Demonstrated ability to manage complex calendars, travel arrangements, meetings, events and multiple priorities with accuracy and sound judgement.
• Strong written and spoken English and Finnish. Swedish or other languages are an advantage.
• Strong working knowledge of Microsoft 365, particularly Outlook, Teams, OneDrive, Word, Excel and PowerPoint. Experience with intranet, document management, HR or travel-expense systems is an advantage.
• Excellent organizational, coordination and communication skills, with strong attention to detail and a practical, hands‑on approach.
• High integrity and discretion when handling confidential Board, leadership, employee and contractual information.
• Proactive service mindset, reliability and the ability to work independently while collaborating effectively across functions and geographies.
• Ability to work daily on‑site at the Medix Biochemica headquarters in Espoo, as the position includes hands‑on office management, mail, visitor and event responsibilities.

What We Offer

• A versatile role with an opportunity to work across several areas at the headquarters.
• A collaborative, supportive, and innovative working environment.
• Learning and development opportunities.

For more information

feel free to contact Chief People Officer Mariella Paroma at [e-mail]