The Role
Supports the CEO, CPO, and CRO through calendar and inbox management, board meeting logistics, travel coordination, event planning, expense processing, and ad hoc administrative work. The role also assists the People Experience Team with global events, ticketing systems, and office management. Success requires strong organization, communication, discretion, attention to detail, independence, and comfort managing multiple priorities in an international technology company.
Summary Generated by Built In
We are looking for a People & Culture Assistant to join our People Experience Team. This is a temporary, 12-month contract for a full-time role, as one of our team members is on leave.
Customer centricity is a core principle in Xeneta. For the People & Culture team, our colleagues are our customers. As People and Culture Assistant, you will ensure our Executive 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 diligent and self-motivated person to join our People & Culture team. This is an exciting opportunity to work with various tasks and responsibilities in an international tech company!
We would prefer someone who can start quickly and we will call candidates in for interviews on a continuous basis, so please apply as soon as possible.
Key Responsibilities
Your main responsibility will be to support the CEO, CPO, and CRO. As such, your key tasks will be:
- Own calendar management: organizing inboxes, scheduling meetings, resolving scheduling conflicts, prioritizing calendar events, communicating urgent requests and changes to relevant stakeholders.
- 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 with various administrative and ad hoc tasks, such as processing expense reimbursements.
- Schedule 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, such as supporting the Senior People Experience Partner on ticketing systems and ad hoc office management.
Skills, Knowledge and Expertise
We are looking for someone who has the following experience and skills:
- Ideally 1-3 years of experience in a similar role, such as Scheduling Assistant, Personal Assistant, Coordinator, or Executive Assistant.
- 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 independently and efficiently.
- You thrive in an international, fast-working environment and enjoy making people's lives easier. You remain calm and composed, even while handling tasks that demand detail-focus and accuracy.
- Ability to quickly familiarize yourself with new topics. You like digging into new things and can deal with multiple issues simultaneously.
Benefits
- We have a transparent and open work environment where everyone is empowered to make an impact and encouraged to voice their ideas.
- Keeping true to our value, “Xeneta is one”, we regularly bring colleagues together across locations. We organize an annual global company trip, and we aim to create opportunities for people to meet in person.
- You will enjoy our generous vacation plan: 26 paid days of vacation per year.
- We value work-life balance and want to make sure you can spend quality time with your family or enjoy your hobbies when your workday is over.
- We have flexible working hours (core time with meetings is 11:00 to 16:00 EET, the rest is up to you).
- Note that the positions is employed through GI Group, our staffing partner in Romania.
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 Team: Shipping, consulting and tech all-stars on our roster.
- Our Values: Xeneta is One. Transparency builds trust. Ownership drives Impact. Modernization through data. Diversity is our Superpower.
Make sure to highlight your past achievements that you think are relevant. Be sure to give us an idea of who you are as a real live person and not just your professional experience.
Xeneta is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Looking forward to hearing from you!
About
At Xeneta, we have been on a mission to transform the ocean and air freight markets since 2012. We are doing this by building a data platform that provides intelligence to the very opaque industry of buying and selling containerized freight. Now, Xeneta is the leading freight rate benchmarking and market analytics platform—creating transparency and empowering our customers to make data-driven decisions.Our customers include big brands such as Kuehne+Nagel, Coca-Cola Company, Unilever, Pfizer, Flexport, L'Oreál, Nestlé, and Volvo. Headquartered in Oslo, with offices in Hamburg, London and Jersey City and employees from over 60 different countries, we are a truly international company that celebrates diversity. We’re growing at a fast pace, helped in part by our latest investment round where APAX Digital invested $80M, and we are continuously searching for top talent and partners to join us on our mission.
Skills Required
- 1–3 years of experience in a similar scheduling, personal assistant, coordinator, or executive assistant role
- Business-fluent English, both oral and written
- Proficiency with Microsoft Outlook, Teams, Word, PowerPoint, and Excel
- Excellent communication, interpersonal, and organizational skills
- Ability to work independently, efficiently, accurately, and calmly under pressure
- Ability to manage multiple issues simultaneously and quickly learn new topics
- Comfort working in an international, fast-paced environment
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The Company
What We Do
Xeneta is a freight market intelligence platform that provides procurement and logistics teams with a comprehensive view of ocean and air freight, including rate benchmarks, market trends, and service reliability. It aims to transform how freight is bought and sold by increasing market transparency.
