Executive Assistant CEO Office

• London
• Hybrid

Job Description

Are you interested in joining one of Europes fastest-growing companies Do you want to impact the wellbeing of millions of employees

If yes then keep reading and join us to make an impact in a fast-paced and dynamic environment where youll play a key role in boosting everyday wellbeing at home at work. Everywhere!

Epassis 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 has been awarded by the Financial Times as one of the fastest-growing companies in Europe on multiple occasions.

We are currently hiring an Executive Assistant to be based in London (Hybrid)

Your mission at Epassi

As our Executive Assistant your mission is to enable the effectiveness of our Group Leadership Team by providing high-quality executive support and ensuring smooth day-to-day operations across travel coordination and key internal coordination. This is a dynamic role for someone who thrives in a fast-paced & international environment.

Your responsibilities will be:

Executive support Group Leadership Team

• Provide high-level administrative support to the Epassi CEO Office. This includes 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 support visas/travel documentation as needed
• Track and report on travel budgets and coordinate invoice processing

Youll be successful in this role if you:

• Build strong trusted working relationships with Group Leadership Team members and key stakeholders
• Keep leadership calendars meetings and logistics running smoothlywithout things slipping through the cracks
• Ensure travel is well-planned policy-compliant cost-conscious and adaptable to last-minute changes
• Deliver offsites/events and other coordination tasks on time and within budget
• Proactively anticipate needs identify risks early and drive solutions independently

What youll be doing (daily):

• Managing calendars scheduling and meeting logistics for senior leaders
• Coordinating leadership meetings internal reviews and occasional board-related logistics
• Booking and managing travel (itineraries changes documentation and support)
• Liaising with travel vendors and internal stakeholders; tracking costs and invoices
• Supporting internal coordination tasks events and offsites as required

What you should bring:

• 5 years of experience in executive support and/or operations roles supporting C-suite or group-level leadership
• Experience from a fast-paced corporate and multinational environment
• Strong organizational and multitasking skills; ability to manage multiple workflows with discretion and urgency
• High proficiency in Microsoft Office (Outlook Excel PowerPoint) and/or Google Workspace plus collaboration tools (e.g. Teams Slack)
• Experience coordinating international travel and managing vendor relationships
• Excellent communication and interpersonal skills

Your track record:

• Demonstrated ability to manage complex scheduling and logistics for senior stakeholders
• Proven experience delivering smooth coordination across travel events & vendors
• Examples of proactively improving processes solving problems independently and managing sensitive information with discretion

Your competency profile:

• Proactivity: You take initiative anticipate needs and act with urgency to drive results and prevent issues before they arise
• Structure & organization: You bring clarity to complexity and manage multiple priorities effectively
• Stakeholder management: You build trust quickly and communicate clearly with senior leaders and partners
• Discretion & confidentiality: You handle sensitive information with integrity and sound judgment
• Attention to detail: You ensure accuracy across schedules itineraries and operational processes
• Adaptability: You stay calm under pressure and respond smoothly to changing priorities

Why You Should Join Us

Be part of an ambitious growth journey and join a global community of driven bold entrepreneurial yet humble Epassians in a company that is constantly evolving.

• Work with a clear purpose boosting everyday wellbeing and create a meaningful positive impact on both individuals and society.
• Thrive in an open and inclusive culture with low hierarchy where relationships are built on respect camaraderie and shared successes and challenges.
• Come as you are well bring out the best in you and support your personal and professional growth.
• Join a fast-growing tech company with a strong financial foundation offering opportunities to grow and make an impact together with us.
• Benefit from an inspiring and supportive work environment where employee wellbeing is a true priority.
• Contribute to solidifying our position as the number one player in Europes employee benefit market and help shape the next wave of success.

For more information contact the Epassi Talent Acquisition Team on