Executive Assistant to the Executive Team

About the role

Aibidia is looking for an Executive Assistant to act as a highly organised, proactive and collaborative partner to the CEO and the Executive Leadership Team. The role combines high-quality executive support with seamless coordination, giving the holder exposure to strategic decision-making in a fast-growing international SaaS company. It sits at the heart of the business, balancing forward planning with practical, hands-on execution.

Key responsibilities

• Partner closely with the CEO to manage priorities, schedules and day-to-day operations, and own the CEO's calendar and travel, resolving conflicts against agreed priorities.
• Prepare agendas, presentations, briefing documents and meeting materials, and communicate with external parties such as customers, the board and potential investors.
• Coordinate the operating rhythm of the Executive Leadership Team, organise meetings, planning sessions, quarterly offsites and company events, capture decisions, maintain action logs and follow up until actions are closed.
• Review the leadership meeting calendar each quarter and recommend consolidating or dropping meetings and reports.
• Use AI tools responsibly to improve efficiency and advocate for them to streamline internal processes.
• Own companywide communications for Goals, working with the CFO, and support the CRO in setting up an effective operating cadence, including GTM leadership meetings and cross-functional sessions.
• Partner with the People Team on key projects and initiatives, including company-wide meetings and All Hands, and escalate risks, dependencies and blockers.

Required profile

• Impact and ownership: takes end-to-end accountability for outcomes, anticipates risks and escalates appropriately, and delivers to deadlines.
• Growth and innovation: simplifies processes, adopts better tooling including AI, and shows commercial awareness of the business model.
• Team and collaboration: influences without authority, communicates concisely in writing, manages upwards confidently and keeps sensitive information confidential.
• Eligibility to work in Finland; visa sponsorship is not provided.

What we offer

• Competitive compensation and incentive package.
• Flexible, hybrid working with flexible hours.
• Comprehensive healthcare and a focus on physical and mental wellbeing.
• Regular team socials and a performance-based development programme with a learning budget.
• Access to the latest technology and a low-hierarchy, collaborative environment.