Executive Assistant

Who we are
We're Happeo - a team of passionate problem-solvers, working hard to build and provide the best social intranet out there. It's our dream to make work a happier place by bringing people together through a happy digital culture. Happeo's talent is spread across locations, generations, and time zones, helping Happeo's continued growth.
About the role
We are looking for a proactive, dependable, detail-oriented Executive Assistant to support our CEO, Perttu Ojansuu. As this is the first role of its kind within the organization, you will build the foundation and set the standard for what it means to be an EA at Happeo.
You will act as a gatekeeper and right hand to our CEO, maximizing his efficiency by effectively managing his time and removing all administrative obstacles, all while getting a behind-the-scenes look at the operations of a fast growing global scale up.
The ideal candidate is a creative problem-solver, and adapts well to change. Additionally, you will work with cross-functional global leaders so strong interpersonal skills are required as well as flexibility.
You will be doing:

• Management of complex calendar scheduling and day to day action lists to best support the CEO
• Act as an extension of the CEO and as an information funnel, filter, and facilitator with internal and external stakeholders
• Schedule, arrange, and facilitate meetings; this includes note taking and optimizing for different time zones to support our distributed international teams
• Independently and proactively carry out projects to completion
• Track key deliverables and follow-up on outstanding items, including/updating various stakeholders as needed
• Provide a bridge for smooth communication between executive team and internal departments
• Responsible for travel arrangements and event coordination including off sites
• Create expense reports
• Help serve as a driver of Happeo's culture and values

Essentials

• Mandatory 2+ years of experience in executive support (ideally c-suite)
• Experience supporting hybrid and global teams
• Excellent organization and time management skills with the ability to prioritize and manage several tasks at the same time
• Strong communication & interpersonal skills and the ability to build relationships with all levels both internally and externally
• High degree of confidentiality and professionalism
• Ability to anticipate needs, identify issues impeding success, and propose creative, viable solutions
• Passionate curiosity, willingness to ask questions & improve processes where opportunity exists
• Not afraid to be assertive when needed

What we offer:

• Lots of flexibility and autonomy: we won't tell you how to do your job, you're the expert!
• Flexible working hours/location. We do not offer a fully remote position but are very flexible in how you fill in your week
• Healthcare, including dental and vision
• 25 days of paid time off
• 401K: 4% match
• Paid parental leave
• Monthly wellbeing budget
• Phone subscription
• Happeo X: A yearly workation where you can meet all your global Happsters (previous locations include Spain & Portugal)
• Happeo options plan
• Relocation package (if applicable)
• If you would like, we have an amazing office in the heart of NYC but also the opportunity to check out our other offices in Finland, Romania and the United States through our Exchange program

We will be closing the role as soon as we find the right candidate. If you feel we can be a great fit for each other, apply to our role and we'll be more than happy to review your profile :)
Come as you are!
At Happeo, we are committed to creating a diverse team that feels that they are valued at work. If you're looking at our photos and don't see your race, age, gender identity, sexual orientation, mental or physical ability, ethnicity, or perspective represented, please apply and help us make our company even better - we need you. Each person who has taken a different path than us to get here makes us stronger. So join us and help us create happier people, one workplace at a time.