Team assistant

About the role

We are seeking a proactive and detail-oriented Team Assistant to support the Heads of Product. Reporting to the Executive Assistant to the CPO, 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 expenses 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 CPO’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.

Qualifications

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

• Skills: Strong written and verbal English communication skills.
• Skills: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint and SharePoint).
• Skills: Familiarity with travel booking platforms, raising POs and processing expense reports.
• Skills: Exceptional organizational and multitasking abilities.
• Attributes: Proactive, with a "can-do" and "go-to" attitude.
• Attributes: High attention to detail and accuracy.
• Attributes: Ability to handle pressure and adapt to changing priorities.

Additional information

Join Unit4 and be part of one of the most exciting journeys in the cloud ERP software space. We’re a fast-paced, high-growth, people-centric company, delivering enterprise software for a great people experience, and offering our own people a host of benefits and development opportunities.

• a culture built on trust - giving you freedom and autonomy to be successful.
• balance - with our uncapped time off policy, remote working opportunities and Global Wellbeing Days when the whole company can switch off and prioritize well-being.
• talented colleagues, role models and mentors - work, learn and be inspired by some of the best talent in the software industry.
• a commitment to sustainability - with initiatives such as our Act4Good program, a way for everyone at Unit4 to come together and engage in actions that benefit society and the planet.

This role may require security clearance required for customer projects and access to sensitive (customer) data. That means that after you have accepted our offer, we could ask for background checks. Subject to applicable local laws, such security checks may require disclosure of personal information including criminal record declaration, right to work, personal identification and work history. No worries though – we'll handle it according to local privacy laws and keep your info safe.