Executive Assistant - CEO Office

Job Description

Are you interested in joining one of Europe’s 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 you’ll play a key role in boosting everyday wellbeing, at home, at work. Everywhere!

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 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

You’ll 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 smoothly—without 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 you’ll 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 — we’ll 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 Europe’s employee benefit market and help shape the next wave of success.

For more information contact the Epassi Talent Acquisition Team on careers@epassi.com