Executive Assistant, Helsinki, Finland

Finn Church Aid (FCA) is looking for Executive Assistant to Deputy Executive Director for a permanent position. In this role, the position holder provides executive assistance for Deputy Executive Director (DD). This includes scheduling meetings, organizing events, and taking care of the travel arrangements. The person also coordinates, together with DD, the Management Team Agenda preparation, and aligns work with Global Leadership Team and Board. 

The position demands high skill set for office work, communication, and assisting leadership level decision-maker(s).

Purpose of the position

This role is an exciting opportunity to provide technical support and assistance for Deputy Executive Director.  Daily tasks vary, and work takes place in vibrant, agile and dynamic environment. Executive Assistant works in close collaboration with Deputy Executive Director, but communicates also daily with other Management Team members, Board of Directors and Global Leadership Team. Executive Assistant ensures that Deputy Executive Director can concentrate to his work and takes care of his meetings arrangements, schedules, travel arrangements and other tasks. Position holder also carries out financial tasks, archiving, statistical tasks and coordinates with external and internal bodies.

The person will be working within the Strategy Development Department (SDD) of the organisation, reporting to the Deputy Executive Director and position can be changed to other Departments and Units as needed.

Key tasks

• Provide support for scheduling meetings and events, organizing meetings and events, organizing travels for DD (booking of tickets, applying visas, organizing ground transportation etc.)
• Organizing Management Team meetings with DD (including agendas, venues, booking of services) and coordinating meetings so that they align with Board meetings and Global Leadership Team meetings
• Organizing and documenting other meetings
• Taking care of Decision-making register (SDD)
• Taking care of Agreement Register (SDD)
• Organizing daily work so that it supports strategic decision making of DD
• Acting as Travel manager for whole organization
• Organizing travel trainings
• Financial tasks (DD’s travel claims, Department’s invoices, budgeting with DD)
• Organizing archieving, training others in the same
• Keeping up intranet pages (incl. Travel pages)
• Keeping records and statistics
• Organizing staff events
• Coordination with other Executive Assistants

Required skills and experience

• Strong technical knowledge and experience on leadership level executive assistance
• Good command of Finnish and English, other language skills are asset
• Understanding confidentiality of items processed in his/her desk
• Interest and experience on scheduling meetings, events, and taking care of calendars,
• Understanding of principles, practices, minimum standards, and policy priorities, related travels,
• IT skills (MS products, finance tools, Sharepoint)
• Strong skills and experience of working as a part of and with various kind of teams
• Strong interpersonal and communication skills 
• Understanding and knowledge of relevant legal frameworks and procurement processes.

Qualifications

• University of Applied Sciences degree in the relevant field, or other relevant education
• At least five years’ experience in similar tasks
• Proven track record from similar tasks in similar positions

We offer:

• a permanent position with six months’ probation period, starting as soon as possible; 
• a friendly working environment in a flat hierarchy organisation; 
• encouragement and opportunities to develop your capabilities; 
• care for your wellbeing, comprehensive occupational health service, and flexible working hours.

The compensation is based on FCA salary scale and the candidate’s level of experience. Salary scale for this position is 2824,20 € – 3132,29 € / month.

Please apply by using the link no later than May 17, 2024. Qualified and interested candidates irrespective of age, gender, race, religion or ethnic affiliation are encouraged to apply for the vacancy.

In case you need more information, you can call Deputy Executive Director Ikali Karvinen on Monday 6^th of May, 2024 12:00-12:30, tel. +358 405098050.

Interviews are taking place on Monday 20.5.2024 (12:30-13:30), Tuesday 21.5.2024 (15:30-16:30), Wednesday 22.5.2024 (8:00-9:00).

At FCA we take a strong stand against sexual exploitation, abuse, harassment, and any form of child abuse. Our Safeguarding Policy applies to all our staff, ensuring a safe environment for everyone involved. We also have a zero-tolerance policy for fraudulent and corrupt behaviour, as well as aid diversion. To uphold our commitment to integrity, we may screen applicants against international lists to ensure compliance with Anti-money Laundering and Combating the Financing of Terrorism requirements.  

FCA is certified against the Core Humanitarian Standard on Quality and Accountability (CHS), reflecting our dedication to maintaining the highest standards of ethics and accountability.

Tagged as: Administrative & office work