Role Background

We are looking for an Executive Business Partner (EBP) to join our Executive Assistant (EA) team in Helsinki. This is a senior role in which you will be supporting two leaders and navigating through a complex hyper growth environment as a strategic partner. In addition to providing executive support to our leadership, you will act as the team lead for our Management Assistants which will include coaching and finding ways to drive operational excellence in your area of expertise.

Your primary focus is to enable our leaders to operate at peak efficiency by ensuring their time and priorities are aligned with company objectives. While this is a role for a strategic partner, it’s equally important that you enjoy and excel in the day-to-day administrative tasks, such as calendar management, travel coordination, handling expenses and event planning. You’ll balance the strategic and operational work while seamlessly transitioning between these and providing proactive solutions.

In this role, you’ll be a cornerstone of Wolt’s success, driving alignment, removing roadblocks, and ensuring our leaders are equipped to focus on what matters most. And so, if you’re an experienced doer who thrives on creative problem-solving, thinking several steps ahead, and delivering exceptional outcomes, we’d love to hear from you.

What you’ll be doing

Executive Support

• Managing complex calendars across multiple time zones, while ensuring alignment with business priorities. Helping our leaders run the right routines. 

• Coordinating travel arrangements, planning and executing meetings and offsites from start to finish, including scheduling, budgeting, communications, and follow-ups.

• Preparing documents, presentations, expenses and communications. 

• Collaborating across teams and functions to build strong relationships. The stakeholder pool is wide so you don’t mind pings across the organisation while finding the ways to navigate through noise to make sure work gets done.

Strategic Partnering

• Acting as a thought partner for leaders, understanding their goals and aligning their schedules, priorities, and workflows with the company’s strategic objectives.

• Anticipating needs and providing recommendations to optimize time allocation and focus areas.

• Ensuring leaders are fully prepared for all engagements, from internal meetings to external presentations, by proactively organizing briefing materials, aligning pre-meeting inputs, and identifying potential roadblocks.

Team Leadership

• Leading a small team of Management Assistants by Wolt’s leadership values: bring clarity, give ownership, challenge for excellence, show empathy & enable success.

• Mentoring  and coaching  team members, helping them develop professionally and thrive in their roles.

• Developing processes and best practices across the EA team in collaboration with team members to enhance efficiency and velocity.

Ultimately, you are leading our leaders - your work is instrumental in ensuring they operate efficiently, allowing Wolt to achieve its business goals. You’ll be the force that helps them shine, tackling a wide range of responsibilities that will evolve over time. Whether it’s addressing daily operational needs or adapting to new and unknown challenges, you thrive on figuring things out and finding solutions. This role offers significant scope to shape and develop both your responsibilities and the broader function. While it’s impossible to list every task you’ll encounter, we expect you to approach each one—big or small, complex or straightforward, time-consuming or quick—with enthusiasm, attention to detail, and a commitment to excellence. In this role you will report to the team’s functional lead and Executive Business Partner (EBP) to the CEO.

• You value and represent exceptional customer care.

• 6+ years of experience in a similar or Executive Assistant 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.

• Exceptional organizational skills with a proven ability to manage multiple priorities, large amounts of information, and competing demands while maintaining attention to detail.

• A problem solver with the ability to anticipate needs, think critically, and adapt quickly to change.

• A growth mindset, with a passion for learning from business and continuously improving processes and practices. Understanding how your work is linked to your executive’s and Wolt’s overall business goals.

• We’ll value previous team lead and/or functional team lead experience. 

• Excellent written/verbal communication in English

• 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.