Team assistant

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. This is a temporary substitute position.

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

1. 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.
2. Documentation Updates
   • Maintain and update administrative assistance processes and organizational charts.
   • Ensure accuracy and accessibility of all documentation.
3. 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.
4. 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.
5. 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.
6. 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.