Team Assistant (CTO)

Unit4

8h • Remote

About The Position

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.

Requirements

• At least two years of administrative experience
• Excellent English communication skills
• Proficiency in handling key administrative functions
• 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

Nice To Haves

• 2 years in an administrative or executive assistant role within a corporate or multinational environment

Responsibilities

• 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.
• Maintain and update administrative assistance processes and organizational charts.
• Ensure accuracy and accessibility of all documentation.
• 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.
• 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.
• 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.
• 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.

Benefits

• uncapped time off policy
• remote working opportunities
• Global Wellbeing Days
• Employee Resource Groups (Women at Unit4, Pride at Unit4, Mental Health and Access at Unit4, and People of Color at Unit4)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed