Executive Assistant

Level Up Talent Solutions; Polska; Hybrid; PLN 175,000 - 262,000; Full time

Job summary

Level Up Talent Solutions is seeking a Lean-Pro Executive Assistant to support a fast-growing international athlete representation agency based in Helsinki, Finland. This role provides operational and administrative support across founder schedules, inboxes, CRM updates, athlete tracking, research, travel coordination, financial admin, documents, and internal follow-through.

The goal is to help founders stay organized and focused on strategy, athlete relationships, business development, and

Qualifications

• More than 1 year of experience as an Executive Assistant or similar
• Strong organizational skills and ability to manage multiple tasks, deadlines, and follow-ups
• Fluent professional English communication (written and verbal)
• Comfortable communicating with internal team members, athletes, clients, and external stakeholders
• Tech-savvy and quick to learn new tools
• Experience with Google Workspace, Gmail, Microsoft Office, and CRM tools
• Familiarity with Pipedrive, Sintra, Claude, ChatGPT, Surfe, Sportbnk, Fyxer, LinkedIn Sales Navigator, Canva, and social platforms
• High attention to detail in handling documents, trackers, CRM updates, schedules, payments, and follow-ups
• Proactive, reliable, flexible, and able to work independently with minimal supervision
• Willing to work flexible hours across international time zones
• Interested in sports, athlete management, business operations, and international team support

Responsibilities

• Manage calendars, reminders, schedules, inboxes, and follow-ups for the founders
• Keep Pipedrive CRM, athlete tracking sheets, documents, and internal records updated
• Support sponsorship proposal preparation, brand partner research, and prospecting tasks
• Assist with research using tools such as LinkedIn Sales Navigator, Surfe, Sportbnk, and similar platforms
• Coordinate founder and team travel arrangements when needed
• Track contracts, renewal dates, deadlines, and important follow-up items
• Support financial admin tasks, including invoicing, athlete payments, agent commissions, and receipt tracking
• Help monitor social media content output and organize related updates or reminders
• Support academy placement communication and college placement-related admin tasks
• Gather data on prospective athletes when requested
• Assist with onboarding support for new athlete signings
• Coordinate internal team updates, task tracking, and follow-through
• Help brainstorm LinkedIn content ideas from an executive perspective
• Support personal scheduling and other administrative needs for the founders
• Adapt to new systems as the company transitions some Google Workspace-based work into its own athlete management platform

Skills

Organizational skills

Communication skills

Proactive mindset

Independent worker

Time management

Tools

Pipedrive

LinkedIn Sales Navigator

Google Workspace

Canva

Sintra

Claude

ChatGPT

Surfe

Sportbnk

Fyxer

Job description

At Level Up Talent Solutions, we believe great work starts with feeling supported, trusted, and valued.

We are a people-focused talent company that connects skilled professionals with meaningful long-term opportunities. Our goal is to create an environment where you can do your best work, continue growing, and feel confident in the role you play within a team.

When you join Level Up Talent Solutions , you are not just filling a position. You are becoming part of a community that values clear communication, consistency, and mutual respect. We work closely with you to understand your strengths, your experience, and the type of work environment where you can thrive.

We support our talents through structured onboarding, ongoing guidance, and realistic expectations. You will always know what success looks like and who to turn to when you need support. We believe that when talents feel aligned and empowered, everyone succeeds.

At Level Up Talent Solutions, growth is not only about skills. It is about confidence, stability, and building a career you can be proud of.

We are here to help you level up.

Job Description

This is a remote position.

Job Overview

Level Up Talent Solutions is looking for a Lean-Pro Executive Assistant to support a fast-growing international athlete representation agency based in Helsinki, Finland.

This role will provide operational and administrative support across founder schedules, inboxes, CRM updates, athlete tracking, research, travel coordination, financial admin, documents, and internal follow-through. The goal is to help the founders stay organized and focused on strategy, athlete relationships, business development, and company growth.

The ideal candidate is organized, proactive, tech-comfortable, flexible with time zones, and eager to learn. This is a behind-the-scenes support role with occasional communication with athletes, clients, and team members.

Responsibilities

• Manage calendars, reminders, schedules, inboxes, and follow-ups for the founders
  
• Keep Pipedrive CRM, athlete tracking sheets, documents, and internal records updated
  
• Support sponsorship proposal preparation, brand partner research, and prospecting tasks
  
• Assist with research using tools such as LinkedIn Sales Navigator, Surfe, Sportbnk, and similar platforms
  
• Coordinate founder and team travel arrangements when needed
  
• Track contracts, renewal dates, deadlines, and important follow-up items
  
• Support financial admin tasks, including invoicing, athlete payments, agent commissions, and receipt tracking
  
• Help monitor social media content output and organize related updates or reminders
  
• Support academy placement communication and college placement-related admin tasks
  
• Gather data on prospective athletes when requested
  
• Assist with onboarding support for new athlete signings
  
• Coordinate internal team updates, task tracking, and follow-through
  
• Help brainstorm LinkedIn content ideas from an executive perspective
  
• Support personal scheduling and other administrative needs for the founders
  
• Adapt to new systems as the company transitions some Google Workspace-based work into its own athlete management platform
  

Requirements

Qualifications

• More than 1 year of experience as an Executive Assistant, Administrative Assistant, Operations Assistant, Founder Assistant, or similar role is preferred
  
• Strong organizational skills and ability to manage multiple tasks, deadlines, and follow-ups
  
• Good professional English communication skills, both written and verbal
  
• Comfortable communicating with internal team members, athletes, clients, and external stakeholders when needed
  
• Tech-comfortable and able to learn new tools quickly
  
• Experience using Google Workspace, Gmail, Microsoft Office, and CRM tools
  
• Comfortable using or learning Pipedrive, Sintra, Claude, ChatGPT, Surfe, Sportbnk, Fyxer, LinkedIn Sales Navigator, Canva, and social media platforms
  
• Strong attention to detail when handling documents, trackers, CRM updates, schedules, payments, and follow-ups
  
• Proactive, reliable, flexible, and able to work independently with minimal supervision
  
• Willing to work flexible hours to support an international team across different time zones
  
• Interested in sports, athlete management, business operations, and international team support
  

Nice to Have

• Experience in sports, athlete management, marketing, sponsorship, sales, or brand partnerships
  
• Experience supporting founders or executives in a startup, agency, or fast-growing company
  
• Experience with financial admin, invoicing, CRM management, travel coordination, or contract tracking