Assistant, Executive Services

At the University of Vaasa, we think out of the box in order to build a sustainable future. We are a university that invests in the quality of research and teaching in order to tackle the challenges of our time. We educate responsible and internationally-minded leaders and experts. We are well known for our high-quality education and inspirational teachers. Our expertise in the fields of business studies, technology, administrative sciences and communication forms the core of our university. Our discipline-based research is complemented by our phenomenon-driven research platforms.

HR and Executive Services include HR Services, Executive Services and Registry of Office Services. Executive Services are responsible for supporting the rectors and management, as well as general administration. HR Services is responsible for the university's personnel administration and personnel development in accordance with strategic and employer guidelines. The Registry is responsible for the university's document management and for the documents and materials kept permanently by the university.

We are now inviting applications for an Assistant, Executive Services on a permanent basis. The desired start time is October 2021 or according to agreement.

Your role

You play a key role in ensuring the smooth running of the day-to-day activities of the university management. You support the management in a variety of daily tasks, such as planning and preparing schedules and organizing various events. You will also prepare various meeting materials, minutes and memos as and when needed. In this role, you will be able to collaborate with the entire university community and various external stakeholders. Your tasks may also include various other assignments within the Executive Service’s area of responsibility.

In addition to the Executive assistant duties, you will also stand-in for the Registrar as required. The main task includes day-to-day document management. You will be introduced to these tasks separately.

 What we expect from you

• appropriate higher education,
 • experience of working as an assistant in a similar position,
 • a service-minded attitude, as well as a proactive and systematic approach to tasks,
 • the ability to plan, co-ordinate and organize events,
 • teamwork skills, but also the ability to work independently,
 • good communication and interaction skills,
 • Knowledge of MS Office programs and the ability to learn new systems,
 • fluent oral and written Finnish and English, other language skills are considered an advantage,

Knowledge of the university context is considered an advantage.

An inspiring work environment

As a member of our encouraging and inspiring team, you have the opportunity to work in extensive collaboration with the entire staff. You get to see the activities of the university as a whole and influence the daily operations of management with your own work input. Due to the versatile work tasks, you are continuously able to develop your own skills.

The 5,000 students and 500 employees of the University of Vaasa thrive on the most beautiful campus in Finland, at the seaside. Our university community is international: we come from 80 countries. As an employer, we focus on employee well-being at work by providing extensive occupational health care, flexible working time arrangements and opportunities for competence development. We have been awarded the HR Excellence in Research recognition. Read more about us:


The salary will be based on the Finnish University Salary System for Other Staff. The monthly salary is based on job demand level 8 (2602€). An additional personal salary component is paid based on work performance.

How to apply

To apply for this position, please use our online application system (using the “Leave an application” button below). The application, including appendices, has to be submitted to our online application database no later than 26 September 2021. The application should include a free-form application and CV.

The employment is subject to a trial period.

Further information:

Human Resource Manager Elina Kaunismäki, tel. +358 29 4498072, email: firstname.surname(a)

Enquiries about the online application system: careers(a)

The coastal city of Vaasa is a trendy and international centre of culture, education and tourism in Western Finland, with nearly 70,000 inhabitants. Vaasa is host to the Nordic countries' most significant centre of excellence in sustainable technology and energy solutions. Its leading exporters' and subcontractors' accumulated turnover of more than EUR 5 billion accounts for 30% of Finland's energy technology exports and employs 12,000 experts.

Application period starts: 2021-09-06 10:00Application period ends: 2021-09-26 23:59