We are seeking a highly organized Administrative Assistant to support the operational needs of the a few Leaders within the organization that are based across the globe. This role is pivotal in facilitating the smooth execution of daily tasks and long-term projects by providing comprehensive administrative support.
This role is ideal for a proactive and dedicated individual looking to contribute to the efficiency of our leadership team. If you are committed to excellence and thrive in a fast-paced environment, we would like to hear from you.
Sound interesting? Then join us as our new Admin Assistant.
Tasks Include but are not limited to:
- Diary and Email Management: Maintain day-to-day diary schedules and manage extensive email communications, ensuring the COO is on time and prepared for meeting, including preparing briefing documents. Additionally, act as a backup for the Business Support Executive in managing the President’s email communications and diary as and when required.
- Meeting Coordination: Organize internal and external meetings, including room bookings and preparing necessary documents, while liaising with key stakeholders.
- Document Preparation: Create and edit presentations, reports, and documents using PowerPoint, Excel, and Word.
- Financial Administration: Process and review expenses and other financial requests for the President and COO, ensuring adherence to company policies.
- Travel Arrangements: Manage complex travel itineraries, including flights, accommodations, and ground transportation for the President and COO.
- Flexibility: Available for support outside standard office hours when necessary.
- Personal Assistant Duties: Handle ad-hoc personal tasks and administrative duties as required.
- High level of education
- A minimum of five years’ experience in a similar Administrative position
- Experience of working in the software/technology industry an advantage
- Previous experience of working within a sales organisation is strongly preferred
- Excellent written and verbal communication skills
- Competent with Microsoft Office packages, particularly Word, Outlook and PowerPoint
- Proven history of supporting remote, global leaders across different timezones is preferred
- Ability to manage multiple tasks in a timely manner
Personal skills and qualities:
- Uses initiative with minimal supervision
- Strong communication and interpersonal skills, capable of working with senior executives and external stakeholders.
- Discretion and confidentiality in handling sensitive information.
- Problem solver with can do attitude
- Dedicated to the quality and accuracy of projects from inception to completion
- Reliable, trustworthy and ability to maintain confidentiality at all times
- Can manage a heavy workload with strict deadlines
- Excellent organizational skills with the ability to priorities, multi-task and co-ordinate workloads and work under pressure to meet deadlines
- Good time management skills
- Flexible and willing to take on ad-hoc tasks
- Comfortable working independently and as part of a team
Technical skills:
- MS Office applications – excellent level
- Good IT skills and the ability to produce reports and manage data
- MS Office
We believe that coming together as a community, in person, is important for innovation, connection and fostering a sense of belonging. Our roles have the right balance of remote and in-office working to enable flexibility for managing your life along with ensuring a real connection with your colleagues and the broader IFS community. #Li-Hybrid
