Executive Assistant

The Role

We are seeking a highly capable and grounded Executive Assistant, CEO’s office who combines strong business judgment with a willingness to own the day-to-day administrative backbone of the CEO’s work. This role is a blend of trusted executive partnership and hands-on operational execution.

You will support the CEO’s office by ensuring focus on the right priorities while also taking full ownership of recurring, practical tasks such as expense handling, standard travel bookings, and administrative follow-ups. The role is ideal for someone who takes pride in both getting things done and making things better in a fast-growing SaaS environment.

Key Responsibilities

CEO Support & Day-to-Day Administration

• Manage the CEO’s calendar, inbox priorities, and meeting logistics

• Handle recurring administrative tasks, including:

  • Expense reporting and reconciliation

  • Standard travel bookings (flights, hotels, ground transport)

  • Basic invoice handling and coordination with Finance

• Ensure administrative tasks are completed accurately, on time, and with minimal CEO involvement

• Maintain structured documentation and filing for the CEO’s office

Executive & Board Support

• Coordinate executive leadership team (ELT) meetings, including agendas, materials

• Participation in ELT meetings, taking notes, tracking and following up on agreed actions

• Support preparation and logistics for board meetings and investor interactions

• Manage board and executive calendars and timelines in close collaboration with the CEO

Communication & Stakeholder Coordination

• Act as a primary point of contact between the CEO and internal/external stakeholders

• Draft, review, and polish routine communications on behalf of the CEO

• Handle sensitive and confidential information with discretion and sound judgment

Operational & Process Support

• Track follow-ups, decisions, and action items from CEO and ELT meetings

• Support CEO-led initiatives by coordinating inputs, timelines, and stakeholders

• Continuously improve administrative routines, templates, and workflows to reduce friction and repetition

Travel & Events

• Book and manage standard, recurring travel for the CEO

• Support planning of offsites, leadership meetings, and internal events (logistics and coordination)

• Coordinate with internal teams or external providers when travel or events become more complex

What Success Looks Like

• The CEO-office experiences a well-run, low-friction daily operation

• Administrative and repetitive tasks are handled reliably and proactively

• Meetings are well-prepared, documented, and followed up

• Stakeholders experience clarity, structure, and professionalism

• The CEO-office can focus on strategy, leadership, and external priorities

Experience & Qualifications

• Several years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role supporting senior leaders

• Comfortable owning both routine administrative work and higher-level executive support

• Experience in a tech, SaaS, or fast-growing international organization is a strong plus

• Experience handling expenses, travel bookings, and administrative coordination as part of the role

• Fluent in English; additional European languages are an advantage

Skills & Competencies

• Strong organizational skills and attention to detail

• Reliable, structured, and consistent in execution

• Clear and professional communication style

• Ability to prioritize and manage both urgent and routine tasks

• Comfortable with modern tools (expense systems, travel platforms, calendars, collaboration tools)

• Fluent in English

• Strong skills and experience from working with digital tools such as SharePoint, Teams, and MS Office

Personal Attributes

• Pragmatic, hands-on, and unpretentious

• High integrity and discretion

• Proactive and service-minded,

• Strong interpersonal and collaboaration skills

• Strong communication skills

• Comfortable in a role that mixes repetition with responsibility

• Calm and dependable in a fast-paced environment

Why Join Us

• Central, trusted role working directly with the CEO and the executive leadership team (ELT)

• Clear ownership and expectations — no ambiguity about hands-on responsibilities

• Opportunity to grow with the company as it scales

• Flexible working model aligned with Northern European norms

• Competitive compensation and benefits