Executive Assistant (fixed-term)

Executive Assistant (fixed-term)

Application Deadline: 26 March 2025

Department: People & Culture

Employment Type: Fixed Term - Full Time

Location: Oslo

Reporting To: Bethany Gianulis

Description

Location: Oslo, Norway
Application deadline: Apply before March 26th

We are looking for an Executive Assistant to join our fun Oslo office in the city center with the rest of our lovely People Experience Team. This is a temporary, 9-month contract for a full-time role, as one of our team members is on leave. The ideal start date is June 1.

Customer centricity is a core principle in Xeneta. For the People and Culture Department, our colleagues are our customers. As Executive Assistant, you will ensure our Leadership's days run as smoothly and efficiently as possible. You will be their business partner who enables them to focus on their core responsibilities and helps them meet their business goals and objectives. You will work with our C-suite and thus get exposure to all the different areas of our business.

We're seeking a charismatic and self-motivated person to join our People and Culture Department. This is an exciting opportunity to work with various tasks and responsibilities in an international, fast-paced scale-up.

What you will be doing

• Support CEO and CRO. You will own email and calendar management (organizing inboxes, scheduling meetings, resolving scheduling conflicts, prioritizing calendar events, communicating urgent requests and changes to relevant stakeholders).
• Manage C-Suite meeting cadences and deliverables: Manage the agenda for the weekly C-Suite meeting, follow up on action items, plan monthly, quarterly, and annual meetings for the C-Suite, and ensure timely delivery of materials and deadlines for related meetings.
• Manage Xeneta Board meeting logistics, including liaising with Board members, setting Board calendar, ensuring timely delivery of Board materials, and scheduling Board dinners.
• Arrange and coordinate travel plans, itineraries, and agendas.
• Support CEO and CRO with various administrative and ad hoc tasks, such as processing expense reimbursements, maintaining the investor list, preparing or reviewing presentations, etc.
• Manage and coordinate various events for C-Suite and Extended Leadership Team members, such as offsite meetings, departmental events, team-building events, etc.
• Support the People Experience Team on other global events and initiatives.
• Collaborate cross-functionally to spearhead projects and initiatives to foster a positive company culture and enhance internal communications.

Your profile and experience

• Ideally 2-3 years of experience in a similar role.
• Business fluent in English, oral and written.
• Demonstrated proficiency in Microsoft Suite (Outlook, Teams, Word, PowerPoint, Excel).
• Excellent communication, interpersonal, and organizational skills.
• Self-motivated; able to work effectively independently.
• Analytical and problem-solving mindset.
• You thrive in an international, fast working environment and enjoy making people's lives easier.
• Ability to quickly familiarize yourself with new topics. You like digging into new things and can deal with multiple issues simultaneously.

What we offer

• You will be part of a growing company that is currently redefining a multi-million-dollar industry through unprecedented upheaval. Your work will have a significant impact on this.
• You will work with highly motivated colleagues who are curious to learn something new from you and teach you what they are good at.
• You will enjoy our generous vacation plan: 5-10 extra paid days off around public holidays throughout the year and 5 weeks of paid vacation.
• You can educate yourself during work hours: you can spend time each month attending courses, reading books, and getting involved in communities.
• We value work-life balance and want you to be able to spend quality time with your family or enjoy your hobbies when your workday is over.
• We will help you grow your career. Our managers will help identify areas for improvement, whether you want to develop into a specialist in your field or eventually move into leadership/management.

Why you will love it here

• Our Impact: We're category leaders, digitalizing the way ocean and air freight is procured bringing on-demand actionable data to all industry stakeholders. We're moving fast.
• Our Technology: Deep data analytics and integrations coupled with a scalable, sleek, and beautiful user interface.
• Our Customers: Big companies like Nestle, Electrolux, ABB, John Deere, Unilever, Puma, and many others.
• Our Team: Shipping, consulting, and tech all-stars on our roster.
• Our Values: We are one. Diversity is our superpower. Transparency builds trust. Ownership drives impact. Modernization through data.