Team Assistant (Engineering)

We are seeking a proactive and detail-oriented Team Assistant to support the Heads of Engineering. Reporting to the Executive Assistant to the CTO, this role is vital in ensuring the smooth operation of executive-level activities and providing administrative support.
The ideal candidate will have exceptional organizational skills, a "go-to" attitude, and the ability to manage multiple tasks simultaneously. This position requires at least two years of administrative experience, excellent English communication skills, and proficiency in handling key administrative functions.
Key Responsibilities
Calendar Management
Efficiently manage and coordinate complex schedules for the CS Heads.
Arrange meetings, appointments, and conference calls across multiple time zones.
Handle last-minute schedule changes and provide timely updates.
Documentation Updates
Maintain and update administrative assistance processes and organizational charts.
Ensure accuracy and accessibility of all documentation.
Travel Booking and Coordination
Arrange domestic and international travel for the executives, including flights, accommodations, ground transportation, and itineraries.
Handle changes to travel plans as needed and ensure timely communication with the executives.
Work within budgetary guidelines and company policies to secure the best options.
Track and organize travel expenses for timely and accurate reporting.
Purchase Orders and Expenses
Raise purchase orders (POs) accurately and in a timely manner.
Process and reconcile expense reports for the executives in compliance with company policies.
Ensure proper documentation and timely submission of all expense's claims.
General Administrative Support
Act as the first point of contact for the supported executives, handling correspondence and inquiries professionally.
Coordinate meeting agendas, presentations, and follow-up materials as required.
Collaboration and Communication
Work closely with the CTO’s Executive Assistant to streamline communication and processes.
Coordinate with internal and external stakeholders to ensure tasks and requests are handled efficiently.
Maintain confidentiality in handling sensitive information.
Preferably 2 years in an administrative or executive assistant role within a corporate or multinational environment.
Strong written and verbal English communication skills.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint and SharePoint).
Familiarity with travel booking platforms, raising POs and processing expense reports.
Exceptional organizational and multitasking abilities.
Proactive, with a "can-do" and "go-to" attitude.
High attention to detail and accuracy.
Ability to handle pressure and adapt to changing priorities.

Skills
Excel, Documentation

Employment type
Full-time

Work arrangement
Yes