Executive Assistant

Role Background 

We are looking for an Executive Assistant (EA) to join our team in Helsinki. In this role you will support senior members of our team and work side-by-side with your EA team members in a global environment. As part of your daily work, you will work closely with C-suite stakeholders from managing calendars to administrative tasks around their working weeks, organize meetings and events, prepare invites, communications and materials while planning travel schedules arrangements. 

Overall, your job is at the very core of Wolt: you make life easier for everyone around you and go beyond the obvious while thinking for others their thousand steps ahead. And we know you’ll figure it out! If you are a detail-oriented doer who values high customer care, this definitely is the role for you.

What you’ll be doing

• The foundation of our work is to make sure that our leaders are able to shine in their work and focus on business execution. This means that you proactively think on their behalf, manage their time (=what they spend and don’t spend their time on), are aware of what is happening company-wide (=feed this proactively into the calendar e.g. prep to comp reviews), run right routines and problem solve. 

• You provide administrative support to our leadership such as managing and coordinating calendars across multiple time zones, making travel and accommodation arrangements, organizing meetings from scheduling to sending reminders and comms, helping these folks with their weekly working routines from calendar management to other, preparing documents, presentations and communications. Here you work closely with our leaders’ day-to-day and operational admin while planning their thousand steps ahead.

• Help in arranging events, offsites and get-togethers for selected functions

• While you represent our leaders, you build trust and exhibit professional excellence. Here you communicate openly and professionally with different stakeholders on behalf of our leaders, handle confidential information with extra care, react quickly to changes and collaborate closely with relevant stakeholders.

Ultimately, you are leading our leaders - the work you do enables our leadership to be efficient and Wolt to reach our business goals. You’ll make these people shine in their work and while the tasks in this role will vary throughout the day, weeks and years to come, you’ll get excited by the unknown. And so, we are looking for a doer who does not get afraid of new things rather gets energy out of figuring things out. While the exciting thing here definitely is that you have a lot of room to develop this role and function as part of the team. This said, there are a lot of things which are impossible to list all here, but we expect you to be comfortable running different kinds of tasks with high enthusiasm and quality, be the task then big or small, complicated or easy, time-consuming or quick to handle.

• You value and represent exceptional customer care.

• You are a confident and kind communicator with excellent English skills.

• You have experience in a similar role be it in a multinational and/or fast-paced and/or complex stakeholder environment. Speed and change are part of our daily routine so we are looking for a person who thrives in such an environment.

• High attention to detail. We hope you are a precise and thorough person with the ability to multitask and handle large amounts of information, tasks and details requiring your attention despite it getting hectic. Prioritization is definitely a skill to master where we all become better at it every day!

• You enjoy learning from business and have a natural ability to figure things out as we take ownership beyond the obvious. This means that you want to understand how your work is linked to overall business goals and own tasks requiring your attention proactively with enthusiasm to constantly challenge yourself and us becoming better in what we do.

• Advanced skills in calendar management, Google G Suite tools, Slack, Zoom and MS Office.

If you are excited about working in a high-growth environment, taking ownership, and being part of an ambitious team, we encourage you to apply!

Please submit your application via our job portal in English. We will review applications on an ongoing basis and invite candidates for interviews accordingly.