Executive Assistant & Site Coordinator

Who is Forcepoint?

Forcepoint simplifies security for global businesses and governments. Forcepoint’s all-in-one, truly cloud-native platform makes it easy to adopt Zero Trust and prevent the theft or loss of sensitive data and intellectual property no matter where people are working. 20+ years in business. 2.7k employees. 150 countries. 11k+ customers. 300+ patents. If our mission excites you, you’re in the right place; we want you to bring your own energy to help us create a safer world. All we’re missing is you!

We are currently seeking an experienced, tenacious and proactive Executive Assistant/Office Manager to support the General Manager, of our Next Generation Firewall business unit. You’ll be the primary point of contact and act as a liaison.

As a Team Executive Assistant and Site Coordinator, you will be working closely with the General Manager to help coordinate their day-to-day schedules, organise team events, liaise with global teams to align on priorities, project manage key tasks and be on top of all changes, meetings, travel, expenses and onboarding of new members to the sales team. The role also involves coordination with the global facilities management, and Human Resources teams to ensure the smooth running of the Helsinki site. 

This is a pivotal role, offering scope to develop your skill set, build great working relationships with peers all over the world and be the organizational hub to a team of senior Forcepoint stakeholders.

The role will be demanding and fast-paced; but a lot of fun, within an organization dedicated to helping you flourish and progress! What we hope you will bring is energy, drive, outstanding organizational skills and a proactive approach.

Responsibilities:

Executive Assistant

• Providing executive support in terms of diary, events, travel etc
• Meeting agenda preparation through preparing slides, editing, revising presentation materials, and being a source of ideas and recommendations
• Anticipates the executive's needs and proactively addresses any issues.
• Communicates clearly and effectively with the executive to keep them well informed of upcoming commitments and responsibilities
• Assists with travel arrangements, manages agendas, provides necessary contacts, and other necessary preparations
• Being the ‘eyes and ears’ for your executives and building relationships across Forcepoint teams
• Flexibility around working hours – this is not your typical 9 to 5, but rather fluctuates in line with the tasks of the day – we offer full flexibility & ask for this in return
• Use of SAP, Concur and other technologies for purchasing/expenses and so on

Site Coordinator

• Coordinate the office management company to ensure the regular maintenance of office facilities and equipment.
• Coordinate with IT department on all office equipment.
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
• Partner with HR to maintain office policies as necessary.
• Assist in the onboarding process for new hires.
• Address employees’ queries regarding office management issues (e.g., stationery, hardware, and travel arrangements).
• Collaborate with HR and other relevant departments to plan in-house or off-site activities, like parties, celebrations, and conferences.

Don’t meet every single qualification? Studies show people are hesitant to apply if they don’t meet all requirements listed in a job posting. Forcepoint is focused on building an inclusive and diverse workplace – so if there is something slightly different about your previous experience, but it otherwise aligns and you’re excited about this role, we encourage you to apply. You could be a great candidate for this or other roles on our team.

The policy of Forcepoint is to provide equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, ancestry, disability, veteran status, or any other legally protected status and to affirmatively seek to advance the principles of equal employment opportunity.

Forcepoint is committed to being an Equal Opportunity Employer and offers opportunities to all job seekers, including job seekers with disabilities. If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to use or access the Company’s career webpage as a result of your disability. You may request reasonable accommodations by sending an email to [email protected].

Applicants must have the right to work in the location to which you have applied.