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.
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
- 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.
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