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Administrative Assistant

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Afterpay

11d ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Business, Operations & Strategy
  • Quick Apply

AI generated summary

  • You need 2+ years in admin roles, strong English skills, MS Office proficiency, travel booking experience, excellent organization, attention to detail, and a proactive attitude. Finance support experience is a plus.
  • You will manage calendars, arrange travel, handle expense reports, maintain documentation, prepare meeting materials, and facilitate communication with stakeholders while ensuring confidentiality.

Requirements

  • Experience: Minimum of 2 years in an administrative or executive assistant role, preferably in 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, processing expense reports, and cost tracking.
  • 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.
  • Experience supporting senior executives or working within finance-related teams.
  • Knowledge of financial processes or tools is a plus.

Responsibilities

  • Calendar Management
  • Efficiently manage and coordinate complex schedules for the G&A 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 critical documents, including processes, organizational charts, and internal reports.
  • 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, Cost Tracking, and Expenses
  • Raise purchase orders (POs) accurately and in a timely manner.
  • Monitor and track departmental costs, providing regular updates to relevant stakeholders.
  • Process and reconcile expense reports for the executives in compliance with company policies.
  • Ensure proper documentation and timely submission of all expense claims.
  • General Administrative Support
  • Act as the first point of contact for the supported executives, handling correspondence and inquiries professionally.
  • Prepare meeting agendas, presentations, and follow-up materials as required.
  • Support meetings taking place at the Lisbon office (physical presence required), preparing materials, welcoming guests, and acting as support to Office Manager with catering.
  • Collaboration and Communication
  • Work closely with the CFO’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.

FAQs

What type of company is Unit4?

Unit4 is a people-centric company that empowers service organizations with innovative Enterprise and Business software solutions, specifically focused on delivering ERP that works for people.

What is the primary role of the Administrative Assistant?

The Administrative Assistant supports the Heads of General and Administrative (G&A) functions by managing executive-level activities, including calendar management, travel coordination, and documentation updates.

What qualifications are required for this position?

The position requires a minimum of 2 years of administrative or executive assistant experience, strong written and verbal English communication skills, proficiency in Microsoft Office Suite, and exceptional organizational abilities.

Are there opportunities for career development at Unit4?

Yes, Unit4 offers a host of benefits and development opportunities, allowing employees to grow within the organization.

Is travel required for this position?

Yes, the Administrative Assistant will need to arrange domestic and international travel for executives and may be required to be physically present in the Lisbon office for meetings.

What is the expected work environment at Unit4?

Unit4 promotes a safe and inclusive working environment with a culture built on trust, balance with an uncapped time off policy, and support through Employee Resource Groups.

Do I need to handle confidential information in this role?

Yes, maintaining confidentiality while handling sensitive information is a key responsibility of the Administrative Assistant.

Are there any preferred qualifications for the role?

Preferred qualifications include experience supporting senior executives or working within finance-related teams, as well as knowledge of financial processes or tools.

Does this position include any health benefits?

The job description does not specify health benefits, but Unit4 typically offers a range of benefits to its employees.

What is the culture like at Unit4?

The culture at Unit4 is built on trust, autonomy, and a commitment to sustainability, with an emphasis on well-being and inclusivity for all employees.

Finance
Industry
501-1000
Employees

Mission & Purpose

Afterpay is a financial technology company that offers a "buy now, pay later" service, allowing consumers to make purchases and pay for them in four interest-free instalments. Their goal is to provide a flexible and convenient payment solution that helps shoppers manage their finances without incurring debt. By partnering with various retailers, Afterpay aims to enhance the shopping experience and support responsible spending habits. Their purpose is to empower consumers with financial freedom while driving sales for merchants.

Culture & Values

  • We’re brave with our decisions.

  • We keep it real with our actions.

  • We do the right thing for all stakeholders.

  • We shape the future with passion.