--- title: "EA to Executive Team" company: "Aibidia" company_url: "https://www.remjobs.works/companies/aibidia" url: "https://www.remjobs.works/job/aibidia-ea-to-executive-team-2908de16-7c97-4c88-b8b8-aaf0c61ecc00" apply_url: "https://jobs.ashbyhq.com/aibidia/d5bd97d0-70bf-462e-aab7-a3d297986536" workplace: hybrid location: "Helsinki" employment_type: full-time seniority: mid role: operations region: europe date_posted: 2026-09-16T16:22:03.206Z first_seen_by_remjobs: 2026-09-19T22:15:28.727Z --- # EA to Executive Team **Aibidia** · Helsinki Apply: https://jobs.ashbyhq.com/aibidia/d5bd97d0-70bf-462e-aab7-a3d297986536 ## About the role ### Overview The Executive Assistant is a highly organised, proactive and collaborative partner to the CEO and Executive Leadership Team. Combining high-quality executive support with seamless coordination, this role sits at the heart of the business and offers unique exposure to strategic decision-making across a fast-growing, international company. You’ll bring structure to a fast-moving environment, balancing effective forward planning with practical, methodical and hands-on execution. Beyond day-to-day support, you’ll have the opportunity to improve executive processes, coordinate high-impact company initiatives and help the leadership team operate at its best. ### Key Responsibilities **Executive Partnership** - Partner closely with the CEO to manage priorities, schedules, and day-to-day operations. - Own the CEO's calendar and travel, resolving diary conflicts against agreed priorities. - Prepare agendas, presentations, briefing documents, and meeting materials. - Communicate and work with external parties, including customers, the company board, and potential future investors.**Executive Operations** - Coordinate the operating rhythm of the Executive Leadership Team. - Organise leadership meetings, planning sessions, quarterly offsites, and company events. - Capture decisions, maintain action logs, and follow up with owners until actions are closed. - Review the leadership meeting calendar each quarter and recommend where meetings or reports can be consolidated or dropped. - Use AI tools responsibly to improve efficiency, check for accuracy, and advocate for their use to streamline internal processes.**Company Operations** - Work with the CFO and relevant parties to own the companywide communications for Goals, including clear updates, robust practices and effective measurement and reporting. - Support the CRO in establishing and maintaining an effective operating cadence, including coordinating GTM leadership meetings, cross-functional sessions and team events. - Partner with the People Team to deliver key projects and initiatives that contribute to the company’s success, including supporting company-wide meetings and All Hands. - Use company knowledge to identify risks, dependencies, and blockers, escalating where appropriate. ### Key Competency Behaviours & Ways of Working **Impact & Ownership - delivers high-impact work and takes accountability for outcomes** - Ownership and follow-through: takes end-to-end accountability for outcomes rather than tasks, closing loops without needing to be chased. - Executive judgement: prioritises well on the CEO's behalf on day-to-day matters, and knows what to handle independently and what to escalate. - Anticipates rather than reacts: surfaces decisions, risks, and dependencies before they become urgent. - Delivers to deadline: flags slippage early rather than absorbing it silently.**Growth & Innovation - brings game-changing solutions that drive growth** - Continuous improvement: actively simplifies processes and adopts better tooling, including AI, to increase leadership leverage. - Commercial awareness: understands the business model and company priorities well enough to sequence competing demands sensibly and flag when something important is at risk. - Structure in ambiguity: turns vague requests into clear plans, checklists and timelines for the work they are coordinating.**Team & Collaboration - works effectively and constructively toward collective goals** - Influence without authority: secures commitment from senior stakeholders and follows up on outstanding actions without relying on positional authority. - Communicates concisely and in writing, leading with a recommendation rather than an open question. - Manages upwards with confidence, raising issues and blockers directly with senior leaders. - Discretion and trust: handles sensitive information and difficult conversations with complete confidentiality. ### What Success Looks Like - Schedules are planned in advance, with conflicts resolved proactively and without requiring their involvement. - Leadership meetings are supported by clear agendas circulated in advance, with actions assigned, documented and completed by agreed deadlines. - Project progress, ownership and risks are kept up to date and readily visible to the Leadership Team. - Company events and All Hands meetings are delivered smoothly, on time and within budget. - At least one executive or company-wide process is measurably improved or simplified each quarter. ### Benefits & Perks: - 💰 Share in Aibidia’s success – Enjoy a competitive compensation and incentive package that rewards your contribution. - 🏡 Flexible, hybrid working – Flexible working hours and a hybrid policy designed to support how you work best. - 🩺 Comprehensive healthcare – A healthcare package to support you and your wellbeing. - 💚 Wellbeing that matters – A genuine focus on physical and mental wellbeing, supported by our internal Health & Wellbeing Committee. - 🎉 Time to celebrate together – Regular team socials, including our much-loved summer and winter parties. - 💻 The best tools for the job – Access to the latest technology to help you do your best work. - 🚀 Invest in your growth – Performance-based development is part of our culture, with a dedicated learning budget for every employee. - 🌍 Make an impact globally – Join a fast-growing global SaaS company using technology to transform a traditionally complex industry. - 🤝 Low hierarchy, high collaboration – Work in an open, collaborative environment where ideas are valued and everyone has the opportunity to make an impact.*We are committed to fostering an inclusive culture that celebrates diversity, we want you to bring you, no matter your background, gender, race or sexual orientation!* *Please note, we’re unable to provide visa sponsorship for this role. To be considered, you’ll need to show proof of your eligibility to work in the country.* --- Source: Aibidia's own career page, read by RemJobs. Canonical HTML version: https://www.remjobs.works/job/aibidia-ea-to-executive-team-2908de16-7c97-4c88-b8b8-aaf0c61ecc00