Executive Assistant

Modirum is a software and consulting company specializing in secure authentication software products, consulting and services. We are a multinational company working mainly remotely and we have colleagues in 15 countries. Our support and development teams work from Estonia, Finland, Greece, India, Philippines, Pakistan, Singapore, South Africa, Ukraine and US. Our hosting centres are located in Norway and Estonia; sales representatives work from Estonia, Cyprus, UK, US and UAE.

We are looking for an Executive Assistant to join our team. An Executive Assistant is a professional responsible for managing schedules and communications of key executives (C-level) as well as providing administrative support in the company.

Your responsibilities include the following:

• Maintain executive's (Company Chairman and CEO) appointment schedules by planning and scheduling meetings, conferences, teleconferences, and travel, also organizing other company meetings
• Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
• Assist the CEO with PR and communications process as part of marketing and PR plans, ordering promotional items and organising the delivery
• Assist the CEO and Chairman with legal and contractual processes and relevant approval processes by obtaining relevant signatures, sending Docusign envelopes
• Assist the sales team with emails, contracts
• Welcoming guests and customers by greeting them, in person or on the telephone; answering or directing inquiries
• Completing Chairman and CEO projects by assigning work to other team members; following up on results
• Keeping track of payments, sending timely reminders to customers in case of unpaid invoices
• Preparing reports by collecting and analyzing information
• Providing historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions
• Maintain office infrastructure. Evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies
• Troubleshooting; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications

Qualities we are looking for:

• Proven experience as an executive assistant or other relevant administrative support experience
• Relevant education
• In-depth understanding of the entire MS Office suite
• Ability to organize a daily workload by priorities
• Must be able to meet deadlines in a fast-paced quickly changing environment
• A proactive approach to problem-solving with strong decision-making skills
• Ability to establish credibility, trust and support within all levels of an organization
• Attention to detail and strong ownership regarding tasks given
• Professional level verbal and written communication skills in English

Beneficial skills:

• Experience in banking and/or information technology field
• Experience in HCL Notes (former IBM Notes/Lotus Notes)
  

• You get to work together with a global team of highly skilled and supportive colleagues
• We value each team member – you can present and share your ideas for different solutions
• Gain expertise in card authentication and EMVCo 3-D Secure field
• Flexible working hours and the possibility to work from home
• We have a very flat management hierarchy, ensuring your talents and contributions will be noticed
• Mac OS or Windows hardware - you choose!

Starting time: as soon as possible