HERE

Executive assistant & Site admin Tampere

Job Locations FI-Tampere
Requisition ID
2022-62219
Category
Corporate Services

What's the role?

This role has 2 areas of responsibility, distinct, yet closely connected.

As a Tampere site admin, you will work closely with Tampere site personnel, some 80 people, and additionally with +10 more people in other locations in Finland and support this team with a variety of site level tasks that include coordinating office facilities, occupational health, events & catering, IT equipment and communication services with both our local suppliers in Finland as well as with HERE global support functions.

 

As an Executive Assistant, you will be the right hand of a key leader in the Product & Technology department, ensuring they are operating at peak performance in a fast paced, dynamic environment. The leaders will rely on an Executive Assistant, trusting that work will be handled efficiently, proactively and to the highest standard. In addition to the daily administrative tasks and responsibilities, the Executive Assistant will be the “eyes and ears” of the leaders, having access to influential individuals, projects and partners to our company. Discretion and confidentiality are therefore essential attributes.

 

Key Responsibilities includes:

  • Proactive support of the site day-to-day business, typically working with a broad range of different types of tasks requiring no special knowledge but common sense & effective communication – while previous experience from HR, sourcing or finance will greatly help. Connects with site personnel both formally & informally, anticipates needs and accomplishes responsibilities without direction.
  • Proactive support of the leaders day-to-day business, ensuring their  time is focused on the highest value activities and business issues. Anticipate needs and accomplishes responsibilities without direction.
  • Prepares end-to-end agendas and management of all logistics and itineraries. Make decision to prioritize requests based on shifting business priorities, allocating appropriate amount of time and ensuring that all meeting details are accurate. 
  • Preparation of complex and detailed travel itineraries (domestic & internationally) including flight and hotel bookings, transfers, appropriate travel visas, and expense claim management
  • Coordination of communications between the leaders and internal or external stakeholders. Provide discrete and confidential coordination of sensitive company information and use discretion in interfacing with all levels of individuals.
  • Develop collaborative relationships with others who have a diverse set of working styles and perspectives.
  • Assist in the organization of business reviews, prepares agendas for global/regional meetings, All-Hands. Completes special assignments by establishing objectives, determining priorities and gaining the cooperation of others. Monitor progress, proactively problem-solving, and making adjustments to plans where necessary
  • Working closely with the leaders to keep them informed of upcoming commitments and activities. Acting as a “gatekeeper”

Who are you?

This is a challenging role for an assistant who is used to supporting senior leaders of an international technology company while at the same time has broad experience from other types of office / site assistant roles, and has the ability and willingness to roll-up the sleeves to get things done with a “can-do” attitude and likes to socialize & connect with site personnel to learn & anticipate the needs.

Most likely you will recognize yourself in the following profile:

  • 5 to 10 years of experience in similar positions in an international, fast paced, dynamic (preferably tech) matrix environment
  • Excellent English skills
  • Strong organizational skills and innate ability to prioritize multiple tasks seamlessly and with an excellent attention to detail
  • “Can-do” attitude with an ability to exercise sound judgement in taking quick decisions with little supervision or direction
  • Excellent interpersonal skills and an ability to build relationships with key stakeholders both inside and outside of the company
  • Proactive approach in proposing pragmatic and effective solutions to a variety of challenges
  • Willingness to go “above” and “beyond” direct responsibilities. Eager to step-up, own things, manage projects etc.
  • Immune to working under stress and the pressure associated with complex working environments
  • Flexible attitude and an ability to handle multiple topics at any one time
  • High level of integrity and confidentiality, as you will be exposed to sensitive information
  • High proficiency in Microsoft Office (Outlook, Word, Excel and Power Point) and collaboration tools such as webex, onedrive, sharepoint etc. 

Our executive office is based in Tampere city centre and very well connected to public transport. This is a full-time position. Some remote working flexibility may exist.

As part of HERE Technologies employment process, candidates will be required to successfully complete a pre-employment screening process. This offer and any related claims are subject to the successful completion of a pre-employment screening. This will involve employment, education, and criminal verification if applicable.

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Who are we?

HERE Technologies is a location data and technology platform company. We empower our customers to achieve better outcomes – from helping a city manage its infrastructure or a business optimize its assets to guiding drivers to their destination safely.

 

At HERE we take it upon ourselves to be the change we wish to see. We create solutions that fuel innovation, provide opportunity and foster inclusion to improve people’s lives. If you are inspired by an open world and driven to create positive change, join us. Learn more about us. Watch Video

 

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