Role Summary

An organised and service-oriented Personal Assistant is required to support daily business activities through effective scheduling, document management, communication and administrative coordination. This role is ideal for a professional who enjoys creating structure, keeping information accurate and ensuring that routine business processes progress without unnecessary delays.

Based in Estonia, the successful candidate will work closely with designated business personnel and internal teams, helping maintain smooth workflows while providing reliable administrative support across a range of operational activities.

Principal Duties

• Coordinate daily schedules, appointments, meetings and follow-up activities.
• Prepare business letters, reports, presentations, spreadsheets and other routine documents.
• Maintain organised electronic files, contact databases and administrative records.
• Handle incoming communications, direct enquiries appropriately and track outstanding requests.
• Support meeting preparation by arranging materials, confirming attendance and documenting key decisions.
• Assist with travel planning, event coordination and logistical arrangements when required.
• Track deadlines, maintain task lists and remind relevant personnel of pending responsibilities.
• Support basic purchasing administration, expense documentation and invoice processing.
• Coordinate information between departments and help ensure that relevant documents reach the appropriate recipients.
• Review administrative procedures and recommend practical improvements to efficiency and record-keeping.
• Handle confidential business information responsibly and comply with applicable data protection requirements.

Candidate Requirements

• Relevant experience in personal assistance, office administration, business support or coordination.
• Strong time-management skills and the ability to organise work according to urgency and importance.
• Good command of written and spoken English; knowledge of Estonian is beneficial.
• Practical experience with office productivity tools, shared calendars and digital document management.
• Clear communication skills and a courteous, professional approach to correspondence.
• A high level of accuracy, initiative, reliability and attention to detail.
• Ability to manage routine tasks independently while recognising when an issue requires escalation.
• Familiarity with GDPR principles and the responsible handling of personal information is an advantage.

Professional Attributes

The successful candidate will be approachable, resourceful and consistent in following through on commitments. They should be comfortable working with changing schedules, balancing several requests and maintaining orderly administrative systems in a business environment.

Development and Benefits

The position offers practical exposure to business administration, internal coordination and professional communication. The successful applicant can expect a structured working environment, opportunities to strengthen administrative expertise and compensation aligned with experience and responsibilities.

Application Process: Applicants should provide an up-to-date CV highlighting relevant experience, administrative software skills and examples of effective organisation or coordination.

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