Job Description
We’re looking for an Administrative Assistant to join our cutting edge and dynamic global team. You will assist our Executive Assistant/Office Manager and People & Talent team to deliver administrative support to wider executive members, as well as a frictionless office and new starter experience in the UK. We are looking for someone flexible who is adept at operating both virtually and within the physical office environment.
A bit about the team and what you'll deliver...
You will be a part of the People & Talent team, who are responsible for the total employee experience. Reporting to our EA & Office Manager we are looking for a customer-focused Administrative Assistant who can easily integrate themselves to the business and team interactions.
As an Administrative Assistant, you will:
* Provide administrative support to ensure efficient operation of the office(s) - Winnersh/Cambridge
* Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies, placing and expediting orders for supplies, verifying receipt of supplies
* Monitor and maintain office equipment
* Liaise with our courier DHL to book and check the status of deliveries
* Deal with customer queries and enquiries
* Carry out clerical duties such as filing, typing, copying, binding, scanning etc
* Assist the EA/Office Manager with UK get-together coordination, general travel/accommodation for wider executive team, bookings/queries
* Provide ad hoc administrative support to the COO, CFO and wider executive team
* Complete expense returns on behalf COO/CFO, as directed/required
* Arrange and coordinate meetings, conferences etc
* Co-ordinate, as directed by the People & Talent Acquisition Partner and Head of People & Talent;
* Charitable, volunteering and team events
* Onboarding and offboarding processes for new and departing employees; including but not limited to onboarding guides, communications, ensuring all first day actions completed, HRIS updates etc.
* Maintain and update employee records in HR systems, ensuring compliance with company policies and legal requirements.
Who you are…
As an Administrative Assistant you will be:
* Creative and energetic in your desire to create an awesome physical and virtual office vibe
* Hugely optimistic
* Able to handle sensitive information in a confidential manner
* Exceptionally organised with brilliant follow-through
* A natural self-starter and solid communicator, unafraid to pick up the phone, Teams or slack
* Able to thrive in a dynamic, constantly evolving, small team environment
* Jedi-like anticipation – you are already 10 steps ahead
* Outcome focussed
* Rigorous in the pursuit of accuracy
* Prepared to invest whatever effort is required to get the job done (including travel)
* Able to build trusted relationships with the team and clients
What makes you, you...
As an Administrative Assistant you will have the following:
Experience
* Experience within recruitment and HR administration and HRIS/ATS - IRIS and SmartRecruiters a bonus
* Demonstrable experience of both virtual and physical office environments
* Proven experience as an administrative assistant or in a similar role
* Preferred experience within a Technology company
* Experience with virtual office tools such as, teams, slack, trello etc
* Experience of supporting executive teams
Knowledge:
* Health & Safety; General H&S, fire, first aid, risk assessments etc
* Global travel management
* Physical office management
* Virtual office approaches
Skills:
* Excellent time management skills
* Multi-tasking and prioritisation
* Intermediate to advanced MS office skills
* Strong verbal and written communication skills, and ability to speak effectively to any audience
* Exceptional eye for detail
Qualifications
* undergraduate degree in business or similar discipline preferred or equivalent level of skill, experience and knowledge
Additional Information
#LI-Hybrid
Trustonic is an equal opportunity employer. We do not discriminate on any grounds. We empower, engage, enable and value differences between people, including; different races, ethnicities, genders, ages, religions, disabilities and sexual orientations, with differences in education, backgrounds, skill sets, experiences and knowledge.