Position Overview

We are seeking a highly organised, discreet, and proactive Executive Assistant / Personal Assistant to provide comprehensive administrative and organisational support to senior leadership within a fintech organisation in Estonia. This role is designed for a professional who can manage executive schedules, coordinate business activities, prepare documentation, and ensure that daily priorities are handled efficiently and confidentially.

The successful candidate will serve as a trusted point of coordination for executive activities, helping senior leaders manage competing demands, maintain effective communication, and prepare for important meetings and business decisions. Responsibilities will include calendar management, correspondence, travel arrangements, meeting preparation, document control, and follow-up on assigned actions.

Working closely with executives, department heads, employees, and external stakeholders, the Executive Assistant / Personal Assistant will contribute to a well-organised and productive leadership environment. The ideal candidate combines excellent administrative skills with sound judgement, professional communication, attention to detail, and the ability to anticipate requirements before they become urgent.

Key Responsibilities

1. Executive Calendar and Schedule Management

• Manage executive calendars, appointments, meetings, and business commitments, ensuring priorities are scheduled effectively.
• Coordinate internal and external meetings while considering deadlines, preparation requirements, and competing commitments.
• Identify scheduling conflicts, propose practical alternatives, and communicate changes promptly to relevant participants.
• Prepare daily and weekly schedules, reminders, and briefing notes to help executives remain organised.
• Monitor upcoming commitments and proactively identify documents, information, or logistical arrangements required in advance.

2. Correspondence and Communication Management

• Draft, review, format, and distribute professional emails, letters, meeting invitations, and other executive communications.
• Manage incoming correspondence and help prioritise requests according to urgency, relevance, and executive instructions.
• Liaise with colleagues, clients, business partners, service providers, and other stakeholders on behalf of senior leadership.
• Maintain professional communication standards and ensure that responses and follow-up actions are handled within appropriate timeframes.
• Protect confidential communications and exercise discretion when handling sensitive business matters.

3. Meeting Preparation and Follow-Up

• Organise executive meetings, management reviews, stakeholder discussions, and business appointments.
• Prepare agendas, presentations, briefing documents, background information, and other relevant meeting materials.
• Coordinate meeting rooms, virtual conferencing arrangements, visitor access, and supporting logistics.
• Take meeting minutes when required and maintain action trackers documenting decisions, responsibilities, and deadlines.
• Follow up on outstanding commitments and communicate progress to the relevant executives or departments.

4. Travel and Business Logistics

• Coordinate domestic and international business travel, including transportation, accommodation, itineraries, and meeting schedules.
• Prepare clear travel plans containing booking details, appointment information, contact details, and relevant supporting documents.
• Monitor itinerary changes and assist with alternative arrangements when disruptions occur.
• Process travel-related documentation and organise receipts and expense records in line with company procedures.
• Support the logistical planning of conferences, business events, executive visits, and stakeholder engagements.

5. Document Preparation and Information Management

• Prepare, proofread, and format presentations, reports, business correspondence, internal memos, and executive summaries.
• Maintain organised electronic filing systems for executive documents, contracts, meeting records, and important correspondence.
• Retrieve relevant information quickly and ensure that executives have access to accurate materials when needed.
• Track deadlines, document approvals, and outstanding submissions requiring executive attention.
• Follow internal document-handling policies and applicable data protection requirements when managing sensitive information.

6. Executive Task and Project Coordination

• Maintain action lists covering executive priorities, departmental follow-ups, project milestones, and important deadlines.
• Coordinate with relevant employees to obtain updates and ensure that assigned tasks progress as expected.
• Assist with preparing status reports, progress summaries, and information required for management reviews.
• Support the coordination of cross-functional initiatives by organising meetings, maintaining records, and tracking deliverables.
• Flag overdue actions, conflicting priorities, and emerging scheduling or administrative risks for executive attention.

7. Personal Assistance and Daily Organisation

• Provide personal administrative support where agreed, including appointment coordination, reservations, and selected personal scheduling requirements.
• Manage personal and business calendars in a coordinated manner while maintaining clear boundaries between confidential activities.
• Assist with practical arrangements that enable the executive to manage time and commitments effectively.
• Handle personal documents and sensitive requests with appropriate discretion and professional judgement.
• Adapt to changing priorities while ensuring that essential business responsibilities remain on schedule.

8. Expense and Administrative Coordination

• Organise executive expense claims, travel receipts, invoices, and supporting documentation for submission to finance.
• Assist with preparing purchase requests and coordinating approved executive-related administrative requirements.
• Maintain accurate records of bookings, subscriptions, service providers, and other assigned administrative arrangements.
• Follow up on pending approvals, payments, reimbursements, and documentation requests.
• Ensure that administrative expenditure is recorded appropriately and handled according to internal policies.

Qualifications and Experience

• A diploma or bachelor’s degree in Business Administration, Management, Office Administration, Communications, or a related field.
• Previous experience as an Executive Assistant, Personal Assistant, Executive Secretary, or senior administrative professional is preferred.
• Demonstrated experience managing executive calendars, correspondence, meetings, travel arrangements, and confidential documents.
• Excellent written and verbal communication skills in English, including the ability to prepare clear and professional business correspondence.
• Strong proficiency in Microsoft Office or Google Workspace, particularly Outlook or Calendar, Word or Docs, Excel or Sheets, and PowerPoint or Slides.
• Experience using video conferencing, task management, digital filing, and collaboration platforms.
• Strong organisational skills, attention to detail, and the ability to manage multiple deadlines in a fast-paced environment.
• Professional discretion when handling sensitive personal, financial, commercial, or employee-related information.
• Estonian language proficiency is an advantage, particularly when coordinating with local stakeholders and service providers.

Essential Skills and Competencies

• Executive calendar and time management
• Professional correspondence and communication
• Meeting coordination and action tracking
• Travel planning and logistical organisation
• Document preparation and presentation support
• Confidential information management
• Task prioritisation and deadline monitoring
• Stakeholder coordination and relationship management
• Digital productivity and collaboration tools
• Initiative, discretion, and problem-solving

Performance Expectations

The successful candidate will be expected to maintain accurate executive schedules, prepare meeting materials on time, coordinate travel and appointments efficiently, and ensure that important commitments receive appropriate follow-up.

Performance will be assessed through scheduling accuracy, responsiveness, document quality, meeting preparation, travel coordination, timely completion of administrative tasks, and the ability to manage sensitive information professionally.

First-Year Objectives

During the first 12 months, the Executive Assistant / Personal Assistant will be expected to establish a reliable system for managing executive calendars, correspondence, meeting records, and follow-up actions. The role will also focus on improving the organisation of executive documentation, strengthening deadline tracking, streamlining travel and expense administration, and anticipating recurring executive support requirements.

Why This Opportunity

This role offers the opportunity to work closely with senior leadership in a fintech organisation operating in Estonia. It provides exposure to executive decision-making, business operations, stakeholder engagement, and the coordination of strategic priorities.

The successful candidate will play an important role in improving executive productivity, ensuring that business commitments are managed effectively, and maintaining a professional standard of communication and administration across the organisation.

Ideal Candidate

The ideal candidate is resourceful, composed, trustworthy, and highly organised. They can anticipate needs, prioritise competing demands, communicate clearly, and handle sensitive information without compromising confidentiality. They are comfortable working independently, adapting to changing schedules, and coordinating with people at different levels of an organisation.

Above all, they demonstrate sound judgement, professional maturity, and a strong sense of responsibility, ensuring that executives receive dependable support and can focus their time on high-priority business decisions.

Are you interested in this position?

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