See all job listings

Executive Assistant, EMEA Team

Helsinki, Finland

Apply now

Open source is our beating heart and it’s something that fuels our work and our culture. It’s where we began. It’s where we’ll always be. Our vision is to become the trusted open-source data platform for everyone. We are a Cast of over 400 individuals (‘Crabs’) located across the globe. Why Crabs? Because we believe in thinking sideways. And right now, we’re looking for a sideways-thinking Executive Assistant, in Helsinki or Berlin, to support our EMEA team.

Our People team is responsible for looking after our workforce. That means everything from talent acquisition, engagement, and retention through to benefits administration and day-to-day human resources management.

At Aiven, we believe in taking very good care of our Cast of Crabs. So, our focus additionally includes numerous tech and community events and ‘shell-ebrations’. Our team members also set up and work with all kinds of Employee Resource Groups (ERGs), which are employee-led diversity, equity, and inclusion (DEI) initiatives.

Above all, people here are empathetic, communicative, and skilled in interpersonal relationships – and you will need to be too.

Who we are

So, how do we become the trusted open-source data platform for everyone? By listening closely to our customers and taking action to ensure they achieve their business goals. You see, the software we create is merely a means of delivering value. Our thinking is customer-first. That’s why our customers are at the front and center of all we do. And in the spirit of sideways thinking, we’re by their side as well. Actively helping them solve their challenges. Collaborating. Sharing. And innovating. In other words, it really isn’t just about who we are. It’s about who our customers are – and where they want to be.

Our values

We want individuals who can embody our values of ownership, courage, and openness.

What does that mean in practice?

We take ownership of the problems we solve. What we do is about improving life for our customers, enabling them to meet their goals. So, we own our decisions and mistakes. Sometimes that takes courage. But we don’t falter – we take on challenges with confidence. And right at our heart is openness. We’re always open to new ideas – from wherever and whoever they come.

The Role:

As the Executive Assistant, EMEA team, you will be at the heart of our organization, collaborating closely with senior leadership, including the Co-founders (CEO & CPO), CFO and VP People, to ensure the seamless operation of all organizational and administrative tasks. Your role is pivotal in representing our leadership members with professionalism, building trust through open and effective communication with stakeholders, and handling confidential information with the utmost care.

You will provide comprehensive organizational and administrative support to our leadership stakeholders, including tasks such as managing calendars across multiple time zones, arranging travel and accommodations, organizing meetings and offsites globally, and supporting agenda setting, documents, presentations, and communications. Your focus will be on enabling our leadership to excel in their work and concentrate on business execution by proactively managing their time and staying abreast of company-wide activities.

You will empower our leadership to shine in their roles, enabling Aiven to reach its business goals. You will thrive in this role by embracing new challenges with enthusiasm and maintaining high-quality standards in task execution, regardless of size or complexity. This position offers ample opportunities for professional development and growth as you contribute to the success of our team and organization.

What You'll Do:

  • Collaborate closely with the entire European Executive team (CEO, CPO, CFO, VP People) on a regular basis to ensure smooth operation of all organizational and administrative tasks. This includes calendar management, travel coordination, expense management, agenda and materials coordination, meeting & event support.
  • Provide Board & Investor support to the CEO for quarterly meetings.
  • Help coordinate and prepare for Executive team and Finance & People team function level offsites (ie. prepare agenda, organize team building activities and restaurant bookings). Some attendance at these events (incl. travel) may be required.
  • Represent our Executive team members with professionalism and build trust through open and effective communication with stakeholders, handling confidential information with care, adapting quickly to changes, and collaborating closely with relevant parties.
  • Provide administrative support to our Executive team stakeholders, including managing calendars across multiple time zones, arranging travel and accommodations, organizing meetings, and preparing documents, presentations, and communications.
  • Focus on enabling our Leadership to excel in their work and concentrate on business execution by proactively managing their time, staying abreast of company-wide activities, and ensuring appropriate routines and problem-solving.

What We're Looking For:

Don’t worry if your experience doesn’t line up perfectly – we still encourage you to apply! We believe in investing in our crabs’ professional growth.

  • 5+ years of experience as a global Executive Assistant or Team Assistant to leadership, in a fast-paced multinational or complex stakeholder environment
  • Strong understanding of business goals and willingness to take ownership of critical tasks proactively
  • Excellent organizational skills and high attention to detail with a commitment to accuracy, confidentiality, and exceptional customer care
  • Comfortable taking ownership and working both independently and collaboratively with a globally dispersed team
  • Demonstrated ability to manage multiple priorities effectively and to maintain a realistic balance among multiple priorities in a fast-paced environment
  • Advanced skills in Microsoft Office (Excel, Word, Power Point) and Google Workspace (Gmail, Docs, Calendar, Sheets, Slides, Forms, Sites, Drive)
  • Confident and kind communicator with strong interpersonal skill and the confidence to communicate with senior stakeholders across the organization
  • Ability to communicate and negotiate effectively with excellent spoken and written English - additional languages skills like Finnish are a plus

Our Offer

If you ask us what’s the best thing about working for Aiven, many will probably say it’s the high concentration of talent from around the world that we have here. Enjoy the agile environment of a hyperscale scale-up where you can truly make an impact and have fun while at it.

We invest in you

  • Participate in Aiven’s equity plan.
  • Get the equipment you need to set yourself up for success.
  • With Aiven locations spanning the globe, we want all of our crabs to find the right balance with our hybrid work policy.
  • Step up your career game with real employer support (use one of our learning platforms, annual learning budget, and more).
  • Get holistic wellbeing support through our global Employee Assistance Program.

Make a difference at Aiven

  • Contribute to open-source projects that you find meaningful outside of work - and get paid for it! Our Plankton program recognizes extra work to the open-source ecosystem for developers and non-developers alike.
  • Use up to 5 days per year to volunteer for a good cause of your choice.
  • Join one of our team member resource groups - empower yourself and others in missions that resonate with you.

What else?

  • Your wellbeing matters: we provide extensive Occupational Health Care, Dental Care, as well as sports, culture, massage, commute and lunch benefits
  • We care about your learning! We provide Finnish Language lessons to help you settle in to your new environment
  • Love breakfast? So do we! Join us at our monthly office breakfast
  • We also have you covered by statutory accident insurance

Amazing! What’s next?

If you think Aiven is the place for you, send us your CV, and we’ll get in touch!

How to Recognise and Avoid Employment Scams

There has been a rise in fake job postings used by scammers to get personal information. Please familiarise yourself with the red flags of a potential scam.

Here at Aiven, all of our emails relating to recruitment come from an, or domain and all of our interviews are conducted over video call or in person, our interviews will never occur over text or chat. If you’re unsure of the legitimacy of a job opportunity/offer pertaining to Aiven, please don’t hesitate to reach out to us at

Equal Opportunities

Aiven provides equal employment opportunities to all qualified employees and applicants for employment without regard to age, gender identity, national or ethnic origin, religion, sexual orientation, physical and mental ability, marital and family status or without regard to any other similar personal attributes. Aiven complies with applicable local laws governing non-discrimination in employment in every location in which the company operates. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, training and any other terms and conditions related to employment.

At Aiven we are committed to providing reasonable accommodations for qualified individuals with disabilities or special needs in our working environment and job application procedures. We make all reasonable accommodations for persons with disabilities or who otherwise need support to thrive in the workplace. We are committed to continuously improving workplace accessibility. There is an option to request a discussion in the application process but if you have any questions before applying please write to us at