Executive assistant jobs in Finland
Executive assistants are advanced administrative professionals who work with top-level executives or in international facilities in various industries. They organise meetings, organise and maintain files, arrange travel, train staff members, communicate in other languages, and manage the day-to-day operations of the office.
Executive assistant - Which skills are essential?
Draft e-mails, letters and other written documents on the basis of keywords or key concepts outlining the content. Choose the appropriate format and language style according to the type of document.
Search and collect information relevant for the development of businesses in different fields ranging from legal, accounting, finance, up to commercial matters.
Lead events by managing budget, logistics, event support, security, emergency plans and follow up.
Plan all arrangements for business travels including preparing schedules and booking transportation, dinners and accommodation.
Make use of various types of communication channels such as verbal, handwritten, digital and telephonic communication with the purpose of constructing and sharing ideas or information.
Process instructions, usually oral ones, provided by managers and directives on actions required to be made. Take note, inquire, and take action on the commissioned requests.
Keep management and service ability of the various office systems needed for the smooth and daily operation of the office facilities such as internal communication systems, softwares of common use inside the company, and office networks.
Make appropriate and timely use of office systems used in business facilities depending on the aim, whether for the collection of messages, client information storage, or agenda scheduling. It includes administration of systems such as customer relationship management, vendor management, storage, and voicemail systems.
Schedule and confirm appointments for the personnel of the office, mostly managers and directive employees, with external parties.
Receive, process, and pass messages to people coming from phone calls, faxes, postal, and emails.
Implement policies, methods and regulations for data and information security in order to respect confidentiality, integrity and availability principles.
Observe the set of rules establishing the nondisclosure of information except to another authorised person.
Fix and schedule professional appointments or meetings for clients or superiors.
Perform administrative tasks such as filing, typing up reports and maintaining mail correspondence.
Convey relevant scheduling information. Present the schedule to the persons concerned, and inform them of any schedule changes. Approve the schedules and verify that everyone has understood the information sent to them.
Establish a positive, long-term relationship between organisations and interested third parties such as suppliers, distributors, shareholders and other stakeholders in order to inform them of the organisation and its objectives.
Keep an accurate register of shareholders and monitoring changes in share ownership of the company.
Prepare, compile, and write mails with the adequate information and an appropriate language to make internal or external communications.
Liaise with managers of other departments ensuring effective service and communication, i.e. sales, planning, purchasing, trading, distribution and technical.
The set of rules that govern the activity of a company.
Executive assistant - Which skills are useful but not essential?
Guide your career to an international level which often requires the ability to interact, relate and communicate with individuals from different cultures.
Organise the completion of official documents such as letters of credit, shipping orders, and certificates of origin.
Respond to and communicate with customers in the most efficient and appropriate manner to enable them to access the desired products or services, or any other help they may require.
Support the development of the annual budget by producing base data as defined by the operations budget process.
Prepare the documents, slide shows, posters and any other media needed for specific audiences.
Know international tariffs, taxes, or duties that must be paid on a particular class of import or export materials.
Totalise all the deductible tax collected during the quarter or fiscal year in order to fill tax return forms and claim it back to the governmental authorities for declaring taxation liability. Keep the documents and records supporting the transaction.
Master foreign languages to be able to communicate in one or more foreign languages.
Maintain personnel records as well as payroll reports. Record evaluations, promotions or disciplinary actions.
Collect, entry, and prepare the set of financial records disclosing the financial position of a company at the end of a certain period or accounting year. The financial statements consisting of five parts which are the statement of financial position, the statement of comprehensive income, the statement of changes in equity (SOCE), the statement of cash flows and notes.
Show sensibility towards cultural differences by taking actions which facilitate positive interaction between international organisations, between groups or individuals of different cultures, and to promote integration in a community.
Report to the management, boards of directors and committees of an organisation.
Know the principles that govern the import and export of products and equipment, trade restrictions, health and safety measures, licenses, etc.
Build positive communication dynamics with organisations from different countries in order to build a cooperative relationship and optimise information exchange.
Revise drafts made by managers in order to check completeness, accuracy, and formatting.
Translate one language into another language. Match words and expressions with their corresponding brothers in other languages, while making sure that the message and nuances of the original text are preserved.