Team Assistant (Engineering)

Company Description

Meet Unit4. With over 40 years of heritage, we’re an agile, fast growing, Cloud company that is on a mission to redefine Enterprise Resource Planning (ERP) for mid-market people-centric organisations.  

With our innovative, self-driving, adaptive and intuitive software, our customers can spend more time on meaningful high-value work.  

At the heart of what we do lies a simple yet profound purpose: Improve how people work by focusing on what truly matters. — A powerful statement that enables different priorities for different people. 

We’re shaping how work should feel, and we empower our people by providing them with the right tools to achieve the autonomy they need - it's what makes us unique. 

Job Description

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. 

Qualifications

• 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. 

Additional Information

We are a people-first community that nurtures all the areas that surround your working experience. With us, you’ll be surrounded by a high-performance team that supports your authentic self and celebrates your uniqueness.  

We believe that ‘How work should feel’ is an evolving statement. Work goes beyond tasks and everyday responsibilities it’s about feeling valued, empowered, promoted, impactful, seen, and appreciated. 

We are reimagining how work makes people feel.  

What we offer 

• a culture built on trust and accountability - giving you the freedom and autonomy to be successful and make an impact  
• balance - with our Flexible Leave Paid Time Off policy, remote working opportunities, Global Wellbeing Days, and other great benefits 
• growth opportunities - we provide the tools and guidance required so that you can focus on what really matters to you and so, ultimately, you can achieve your best work 
• 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 Environmental, Social, and Governance strategy and Act4Good programme  
• a safe and inclusive working environment – supported by our Employee Resource Groups, which are open to all. 

Our commitment to equity  

Unit4 is committed to ensuring equal opportunity for everyone. We make our hiring decisions solely based on skills, qualifications, and our current business needs. We know that diversity brings fresh perspectives, ideas, and solutions to our company. This is the essence of our culture. We also welcome and encourage people who are pregnant and/or parents-to-be to apply. If you would like to know more about our commitment to diversity, visit our blogs:  

• Our focus to DEI remains central to who we are 
• Inclusive hiring at Unit4: Building equal opportunities for all 

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 – we'll handle it according to local privacy laws and keep your information safe. Questions? Feel free to reach out!