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Salary You will play a pivotal role in contributing to the team success. Your responsibilities will range from H&S support and organization of training, liaising with Group HR, Finance, Operations, Sales and Europe Office and Management Team on employee communications, travel arrangements, expenses processing, events, stakeholder relations and project management for various departments as well as our UK Office management. You will engage in cross-organisational projects, therefore you must have the drive and ability to propose new ideas, connect with remotely located employees and contractors globally, self-directed with a strong attention to detail and exceptional organisational skills. You will also play an integral role as an executive support / assistant for UK leadership team.
Responsibilities:
- Understand and anticipate leadership needs in a fast-growing and agile business, gatekeeper of complex calendars and scheduling internal and external meetings and office rooms
- Manage calendar requests and meetings, including resolving overlapping commitments
- Coordinate (bookings and cancellations/ rescheduling) all international and domestic travel arrangements
- Expenses report management and Administration, including uploading receipts, reconciliation reports and approvals via systems
- Investigating Penalty Notices issued by London / UK councils – (vehicles/ offences and other council queries)
- Monitor office spaces, including ordering furniture and supplies as needed, tracking inventory, overseeing maintenance, testing and preparing spaces for external visitors or audits independently,
- Preparing ad-hoc projects for departments, reports and presentations, generating insights on surveys and research to inform decision making, supporting with events)
- Health and Safety systems ( incl. Fire Marshall and First Aid) – and involvement in upcoming project work
- Purchasing and posting or collecting IT equipment for new / terminated employees, stationery and recycling old equipment, arranging repairs and replacements.
- Birthdays and/or leavers cards, condolences, flowers or baby births gifts, anniversaries for UK
- Orders for events as cakes, Company awards, vouchers, client and employee gifts, awards, preparing budgets for Office and ad-hoc events as Summer or Christmas, booking training or courses
- Office Access ID passes – record keeping, tracking, new requests and cancellations.
- Valuation Office UK: building business rates reconciliation, billing / invoices, tenants meetings
- Keeping up to date with Pat testing / emergency light testing for equipment
- Organizing social events / team activities, Lunch&Learn, client lunches, restaurants bookings, office closures and ad-hoc opening times for late/ night shifts or weekends in case of events or projects
- Ordering coffee-tea, snacks, fruits, weekly shopping, lunches / breakfast for meetings etc. Maintenance of Coffee Machine / water cooler – arranging repairs
- Errands (posting, shopping etc), deliveries, collections, couriers, office audits, minutes notes taking
- Liaising with third party contractors and cleaning company: arranging annual deep cleans, resolve issues
- Order company Welcome Pack gift approved globally – research, quotes and item quality check
- Docu-Sign UK account: administrator to approve, release, cancel manager access for all UK
- Grid Gazette, Slack channels - collating Employee UK newsletter updates (content support and events) UK updates.
Requirements:
- Ability to work independently and with a minimum support in a fast-paced, complex startup environment
- Strong interpersonal and social skills, strong planning, organising, and coordinating skills – able to challenge but also take directions
- Proficient Google Apps as email, Calendar, Word, Excel, PowerPoint, willingness to learn new systems, platforms
- Ability to communicate across all levels, supporting global workforce in a clear and concise manner
- Exceptional ability to multitask, prioritise, and problem solve, propose solutions
- Ability to follow guidance, while also recognising limitations while working with stakeholders
- Detail-oriented, with the curiosity and agility needed to support a fast-growing business
- Discretion and confidentiality regarding sensitive information with a keen attention to detail.
- Previous proven Senior team support, office administration, H&S and tenant management (desired but not essential)
- Loves being the go-to person with the ability to thrive within a small office environment.
- Outstanding interpersonal skills and the ability to speak with senior management, stakeholders & clients on a daily basis.
- Ability to act with a high level of confidentiality & integrity.
- This role is Office based as per the business needs with hybrid working available.
We offer:
- Dynamic environment
- Friendly cooperative team and atmosphere
- Hybrid work
- 18 to 20hpw, flexible hours/days
- Fix Term – Maternity cover 10 to 14months (with potential extension/ increase of hours)
About us:
Grid Dynamics is an engineering services company known for transformative, mission-critical cloud solutions for the retail, finance, and technology sectors. We have architected some of the busiest e-commerce services on the Internet and have never had an outage during the peak season. Founded in 2006 and headquartered in San Ramon, California with offices throughout the world, we focus on big data analytics, scalable omnichannel services, DevOps, and cloud enablement.
