Executive Assistant

Epassi’s purpose is to boost everyday well-being. We are a leading provider of employee benefit solutions in Finland, Sweden, UK & Ireland, Italy, Germany, and the Netherlands. We were established in Finland in 2007, and in 2008 we were the first company to launch a mobile-payable employee benefit payment solution in Europe. Since then, we have consistently grown, diversifying our products and introducing our services into new markets. Epassi has been awarded by the Financial Times as one of the fastest-growing companies in Europe on multiple occasions. Epassi’s purpose is to boost everyday well-being.

We are a leading provider of employee benefit solutions across Europe. We were established in Finland in 2007, and in 2008 we were the first company to launch a mobile-payable employee benefit payment solution in Europe. Since then, we have consistently grown, diversifying our products and introducing our services into new markets. Epassi’s team is made up of highly skilled people, from top-notch business developers, designers, and software engineers to passionate sales, marketing, and customer support professionals. Epassi has been awarded by the Financial Times as one of the fastest-growing companies in Europe on multiple occasions.

Role OverviewWe are seeking a proactive, highly organized, and resourceful Executive Assistant to support our Group Leadership Team and manage key operational functions across travel and office/facilities administration. This is a dynamic role for someone who thrives in a fast-paced, international environment and can seamlessly balance executive support responsibilities with broader coordination tasks across the group. Key Responsibilities Executive Support – Group Leadership Team Provide high-level administrative support to members of the Group Leadership Team, including calendar management, meeting coordination, and communications support. Schedule and organize meetings, board sessions, offsites, and internal reviews.

Travel Manager – Group-Level Coordination Oversee domestic and international travel arrangements for executives and broader team travel needs. Manage relationships with travel providers and booking platforms. Ensure all travel complies with company policies and budget constraints. Prepare detailed itineraries, handle last-minute changes, and assist with visas or travel documentation as needed. Track and report on travel budgets and coordinate invoice processing. Facilities & Office Management Serve as the primary point of contact for office operations, cleaning service company, facility maintenance, and building management. Manage office supplies, Epassi merchandise materials, and other office-related services.

Support onboarding logistics for new joiners, especially at leadership level. Ensure office health and safety protocols are maintained and emergency procedures are up-to-date. Ensure that the Epassi office is nice and welcoming. Other Project Coordination & Budget Tracking Help organize company-wide events, leadership offsites, team building activities, or holiday functions. Serve as a project coordinator or executive proxy in certain internal projects. Monitor budget spend related to admin or travel costs and manage vendor relationships. Qualifications 5+ years of experience in executive support or operations roles, ideally supporting C-suite or group-level leadership.

Strong organizational and multitasking skills; ability to manage multiple workflows with discretion and urgency. High proficiency in Microsoft Office (Outlook, Excel, PowerPoint) and collaboration tools (e. g. , Teams, Slack). Experience coordinating international travel and managing vendor relationships. Excellent communication and interpersonal skills; fluency in English is required. A proactive mindset, pro-active approach, with the ability to anticipate needs and drive solutions independently. Previous experience in a fast-paced corporate and multinational environment. Fluency in English. Why You Should Join UsWe are a fast-growing tech company with a strong financial position, offering a chance to impact and grow together with us.

We have an inspiring & supportive culture, and we take care of the wellbeing of our employees. We are looking for motivated individuals who get a kick out of the growth journey. Joining us means being part of a community of driven, brave, entrepreneurial, and humble Epassians from around the world, and a company that is continually evolving. We take care of the professional development of Epassians by creating a personal development plan individually and supporting development by providing a yearly budget.

Guided by a clear purpose, you get to work in a job that truly matters as we exist to boost everyday wellbeing. This empowers us to create a real, positive impact on the lives of individuals and on society as a whole. Our culture is open and inclusive with low hierarchy. The bonds we have with one another are grounded in camaraderie and respect, with shared triumphs and trials along the way. Come as you are, and we will bring out the best in you and help you move forward.

Central to that evolution is the solidifying of our position as the number one player in Europe's employee benefit market. If you are someone who believes in turning challenges into strengths that fuel progress, we invite you to join our winning team. At Epassi, you can shape the next wave of success. The hiring manager for this position is Chief People & Culture Officer, Ingela Walhelm. If you require more information about this position, please contact our recruiter who is managing this position, Jamie Murphy at jamie. murphy@epassi. com