International administration coordinator / International executive assistant

International administration coordinator / International executive assistant

Would you like to work in a meaningful role at Northern Europe’s leading fertility treatment group? We are now looking for a dynamic and experienced international administration coordinator to join Ovumia Group, supporting senior management and ensuring the smooth operation of our administrative processes in an international environment.
Ovumia Group is a fast-growing pioneer in fertility treatments, renowned for its advanced research and high success rates. We have helped bring more than 16,000 babies into the world. You will become part of a professional community of over 250 top experts, united by a mission to help people achieve their dream of parenthood. We operate in Finland, Sweden, Estonia, and Ukraine, and are an independent part of FutureLife Group, Europe’s largest fertility clinic network.

Role description
As an administration coordinator, you will play a key role in Ovumia’s day-to-day administration and in supporting executive management. Your work will be a diverse combination of detail-oriented secretarial tasks, operational project coordination, and executive assistant responsibilities. You will work closely with the CEO and act as an important link between internal and external stakeholders.

Key responsibilities:

• Executive management support: Preparing meetings, drafting agendas, and tracking decisions.
• Project coordination: Assisting the CEO with strategically important operational initiatives.
• Board and shareholder meeting support for subsidiaries: Preparing minutes and managing official documentation.
• Executive assistant duties: Handling the CEO’s daily administrative matters and organizing significant internal company events.
• HR administration support: Preparing employment contracts and related appendices, as well as other general administrative tasks.

What we expect from you?
You are proactive, highly organized, forward-thinking, and thrive in a fast-paced international environment. You are capable of managing multiple priorities simultaneously and adapt well to changing situations.

• A relevant higher education degree and strong experience (5+ years) in similar roles (Executive Assistant / Management Assistant).
• Excellent Finnish and English language skills, both written and spoken. Additional languages such as Swedish, Estonian, or Spanish are considered an advantage.
• Strong administrative process expertise, including minute-taking, meeting coordination, travel arrangements, and reporting.
• Advanced proficiency in MS Office; experience with project management tools and applying AI solutions is considered an advantage.
• A careful, discreet, proactive, flexible, and systematic working approach – you will handle confidential information on a daily basis.
• Strong interpersonal and communication skills.
• Willingness to travel when required.

Employment details
The position is full-time. Initially, this is a fixed-term parental leave cover until 31 December 2027, with the possibility of negotiating a permanent position before the end of the contract. You will work at our clinic in Tampere or Helsinki, with on-site work 2–4 days per week.

Interested?
Please send your application and CV, including your salary expectation, to hakemukset@ovumia.fi with the subject line Administration Coordinator by 6 April 2026. Interviews will begin during the application period, so we encourage you to apply as soon as possible.

For further information, please contact: Pekka Sillanaukee, CEO, WhatsApp: +358 40 833 1313 (available in March, Tuesday–Thursday between 16:00–17:00).