Location:
Tallinn, Stockholm or London

Job Summary:

We are seeking an experienced and highly organized Executive Assistant to support our Senior Leadership Team, including the four Managing Partners and the COO. The ideal candidate will provide comprehensive administrative and operational support, ensuring seamless diary management, travel coordination, event planning, and marketing support. In addition, you will handle general administrative tasks, manage communications, and facilitate effective stakeholder engagement, playing a crucial role in the smooth functioning of our leadership team.

Key Responsibilities:

• Diary Management:

• Maintain and manage complex calendars for the Managing Partners and COO, ensuring optimal scheduling of meetings, calls, and appointments.
• Coordinate internal and external meetings, including video conferences and in-person events, while prioritizing conflicting commitments and managing rescheduling as needed.

• Travel Booking:

• Organise and book domestic and international travel itineraries, including flights, accommodations, ground transportation, and any necessary visa arrangements.
• Monitor travel expenses and assist with travel-related reimbursements, ensuring adherence to budget guidelines.

• Event Coordination and Marketing Support:

• Assist in the planning, organization, and execution of internal and external events, conferences, and workshops that enhance NordicNinja’s brand and foster stakeholder engagement.
• Provide marketing support by coordinating event promotions, liaising with vendors, and supporting the creation of promotional materials and digital content.

• Administrative & Office Support:

• Manage day-to-day communications, including screening emails and phone calls, preparing meeting agendas, and taking detailed minutes.
• Assist with the preparation of format presentations, reports, and correspondence for the Senior Leadership Team.
• Handle confidential information with discretion and maintain a high level of professionalism in all interactions.

• Stakeholder Liaison & Additional Duties:

• Serve as the primary point of contact between the Senior Leadership Team and internal or external stakeholders, ensuring clear and effective communication.
• Assist with document management, and other ad hoc projects or administrative tasks as required by the Managing Partners and COO.
• Proactively identify opportunities to streamline administrative processes and improve overall team efficiency.

Qualifications:

• Proven experience as an Executive Assistant or in a similar administrative role supporting senior-level executives.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong verbal and written communication skills, with a keen eye for detail and accuracy.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and familiarity with calendar and travel management tools.
• Ability to handle sensitive and confidential information with discretion.
• A proactive, resourceful mindset with excellent problem-solving skills.

Desirable Attributes:

• Experience supporting C-suite executives in a venture capital, startup, or fast-paced corporate environment.
• A background or strong interest in event management and marketing.
• Knowledge of European and Japanese business cultures and practices is a plus.