Applications are considered on a rolling basis Multiple locations Hybrid

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 Helsinki or Barcelona

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, office/facilities management, and key internal coordination. This is a dynamic role for someone who thrives in a fast-paced, international environment and can balance executive support with broader operational responsibilities.

Your responsibilities will be:
Executive support – Group Leadership Team

Provide high-level administrative support to Epassi Chief Financial Officer, Chief People Officer & Chief Revenue Officer. 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
Handling office operations topics (supplies, facilities, cleaning, building contacts)
Supporting onboarding logistics and coordinating leadership-related office needs
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, or office operations
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.
Work with great people
Tianran Li
Product Owner
"Epassi is a youngster who is energetic and brings the best to the people. Best things working at Epassi is that we have good benefits. You can always learn something new and implement it in practice."
Aleksandra Wnuk
Backend Developer
"Work environment at Epassi is healthy and not stressful, and you can take part here in many interesting projects."
Marcin Gołubienko
Full Stack Developer
"During my work experience, I’ve got opportunity to touch every aspect of software delivery - not only from coding point of view."
Alexandra Andersson
Customer Service Agent
"The best thing about working at Epassi is colleagues. It is easy to get along with everyone, regardless of age and origin! My team has a good team spirit and we work well together to meet our goals!"
Great Place to Work

Company events

Hybrid and flexible working style

Modern working tools

International environment

Benefit package for wellbeing support

Private health support