Executive Assistant
Fleetonomy.ai is your classic, fast-paced, technology-focused startup, albeit we have been around since 2016! We are creating a human-machine cooperation software platform for human in-the loop operational management for automated vehicles. We work with a wide network of partners and in projects that can literally change the world as we know it. Our ordinary work day is still science fiction to most.
What we really need now is an experienced Executive Assistant on our team. Our management team has to wear multiple “hats” every day so you will be a creative problem solver in day-to-day work we do at Fleetonomy.ai to help us create order and smart working.
What would help you succeed incredibly well in this job?
Preferably 2-3 years of experience in a similar position in office management, customer service, administration or similar
Direct understanding of what working in a fast-paced tech startup feels like and means - we all wear many “hats” and you will too
Deeper understanding of the legal, accounting and reporting frameworks of our stakeholders including Business Finland, EU and EC
Accounting and financial reporting skills
Great organizational skills with attention to detail
Fluent English and Finnish, both verbal and written
Ability to work in a fast-paced environment with changing priorities
A desire to learn and grow on the job and not being afraid of getting out of their comfort zone
A people person with employee experience close to heart
Relevant degree (BBA or similar)
A Finnish driving license (B at minimum)
Residence (permit) within European Union
What would you get in return? What’s in it for you?
First and foremost you will be coming into an environment where you will experience variety and the cut-and-thrust of working in a technology startup right at the forefront of a global challenge. The ecosystem around “autonomy” and “driverless mobility” is huge and growing every year as everyone reaches for solutions that can change the world. You will be a part of this.
We can assure you there won’t be a lack of opportunity as we can involve you in all areas of the business. It’s a small team so we need to share and involve everyone. You will not simply be making coffee or filling in spreadsheets - you can also be working on the live operations and testing, flying drones, meeting clients and all that goes with a business such as this.
Some of the most important tasks that you might take on include
Accounting
managing expense reports
managing salary reports
liaising with accounting by arranging and providing them with all the required data
Fulfilling reporting responsibilities to Fleetonomy.ai’s stakeholders by
pulling together information and updates for formal project reports into funding teams including Business Finland, EU, UK and other partner teams
writing; and
submitting the reports
Office management, including
acting as the first point of contact for our 3rd parties related to facilities (facility, cleaning, security etc.)
ensuring a welcoming, inspiring and functional office space for our employees and visitors
running daily administration related to office supplies & devices, shipping etc.
taking on tasks from our ever-expanding to-do list (we use Trello)
becoming our gatekeeper by managing complex personal and professional calendars and scheduling internal and external meetings
keeping everyone at Fleetonomy.ai connected with internal communications related to our daily life at the office
Ownership of the employee lifecycle by
managing our hiring process from recruiting, interviewing, hiring and onboarding new staff
developing employee engagement, helpful processes, training and recognition is also part of this.
ensuring first-class employee experience for all our team members, including yourself
Client engagement by
handling sensitive and confidential information with discretion
maintaining and updating personal/professional contact database (CRM, Trello)
preparing and prioritising correspondence, including e-mail inbox and crafting e-mails to clients
coordinating on-site and remote client events
organising and managing domestic/international travel arrangements as we have projects across the EU & UK currently
You might be asked to handle ad hoc projects as and when needed
Ad hoc projects include taking on different roles, such as
HR
Investor Relations
Field Operations*
Communication with stakeholders while still providing administrative support
Additionally, the executive assistant will also play a big part in establishing processes and procedures and laying the groundwork for operating the business in a more organized fashion, enabling it to grow and avoid growing pains.
* Field Operations for us means literally just that - you may need to come with us into a field to test drones, automated vehicles, data communications and command & control systems so we want someone who would be as excited about this as we are!
Nice to have qualifications
Experience with drones or automated vehicles
Experience with stakeholder and client events
We offer
Competitive salary
Healthcare
Office located in the heart of Helsinki with easy access using public transportation
Annual tax-deductible bicycle benefit or free car parking
We partner with world-class organizations to develop our technology. You’ll work with them and will learn a lot.
The coolest toys. Well, actually they are not toys, but in how many other workplaces do you actually get to fly drones or roll in the neighbourhood with wheeled and tracked vehicles?
Our office facilities also provide you with
Free, fully renovated gym for exercise
Dedicated bicycle parking
Exclusive discounts and deals from dedicated partners
Fun community events on- and off-hours
Ample networking opportunities in the vibrant and international Finnish startup scene