Job Description

You will be responsible for organizing all the administrative activities that facilitate the smooth running of the office, from welcoming guests to making sure that office facilities are maintained to a high standard consistently.

This position will also be a great opportunity for someone to get involved with internal events across the business such as; internal company-wide trips and events, employee communications and incentives, implementation of our culture pillars and employee engagement and onboarding cycle with new joiners thus excellence in problem solving and creative thinking is a must.

Responsibilities:

• You will be the first point of contact for the company: answering external switchboard calls in a professional and timely manner, serving visitors by greeting, welcoming, directing and announcing them appropriately.
• Overall appearance of the office: assist with layout and space for in-house staff; sort and process incoming and outgoing courier packages and mail; clean and restock the kitchen and coffee stations; liaise with property management to maintain the condition of the office and arrange for necessary repairs.
• Meeting rooms. You will be responsible for supporting staff with the booking system; basic technical set up; arranging documentation and seating; ordering and providing supplies and catering; cleaning up and returning the rooms to a pristine state.
• Office equipment and supplies. You will oversee all the vendors, the supply inventory (printer ink, paper, pens and general office supplies), the equipment maintenance and related invoices,
• You will be point person for maintaining a safe and secure working environment and contact for IT issues; organizing engineers, dealing with telecoms
• Communication: you will own employee communication relating to the office.
• Internal company events: you will support the organization and delivery of office and companywide events, such as Summer Retreat, Christmas parties, Employee of the Month and incentive trips. You will also assist with the company’s fundraising activities and social events. Ad hoc support on Executive Leadership Team commitments.
• Staffing and support: you will assist with administrative duties across other back-office departments such as HR by running the process of setting up new starters and shutting down leavers, facilitating with new hire onboarding
• Facilitate with flight bookings and travel logistics

Required Knowledge, Skills, and Abilities

Experience as a coordinator, receptionist, executive assistant, or administration assistant. Technical skills including MS Office and Google Suite. Previous administration experience. Great communication skills. The ability to deliver projects to a high standard, sometimes within tight deadlines. Previous experience with stakeholder management. Having a proactive approach to work to make decisions and priorities important tasks independently.