Job Summary

In this role you will be expected to provide administrative assistance for the business and be willing to go above and beyond daily.  You will take ownership of delegated tasks and ensure they are completed in a timely and orderly manner, to a high standard. You will have high attention to detail and a can do, proactive attitude.

 Responsibilities

The duties initially assigned include, but are not limited to:

• Reception relief (cover for lunch, breaks and Friday afternoon from 3pm)
• Assistance organising and preparing for internal staff events
• Daily Staff Movements
• Co-ordination of meetings, conference calls and video conferences with both internal & external stakeholders
• Preparing documents/presentations – formatting, printing, binding as needed
• Assistance with monthly Amex reconciliation

Other shared responsibilities (with Admin Team)

• Responding to requests via team inbox
• Co-ordination of travel – Domestic
• WorkDay Expense reconciliation
• ASG Team support and role coverage

Experience and Qualifications

• 3-5 years’ experience as an Administrative Assistant within a corporate environment
• Qualifications in Office / Business Administration desirable
• Ability to work in a team environment
• Advanced skills in Microsoft Office; Outlook and established applications
• Advanced skills in Microsoft 365 and Workday would be desirable

With a passion for excellence and a focus on client success, InterSystems provides data management, strategic interoperability, and analytics platforms used in healthcare, financial services, government, and other industries. In selected countries, InterSystems also offers unified healthcare applications, based on its core technologies, that deliver on the promise of connected healthcare. Founded in 1978, InterSystems is a privately held company headquartered in Cambridge, Massachusetts (USA), with offices worldwide, and its products are used daily by millions of people in more than 100 countries. For more information, visit InterSystems.com.

We are seeking a highly organized and proactive full-time Administrative Assistant to join our team. The ideal candidate will have a strong administrative background and be adept at managing office operations, supporting staff, have excellent communication skills, be computer proficient, and have a strong sense of professionalism. This role is pivotal in maintaining an efficient and productive office environment.

Responsibilities:

• Manage inventory and procurement of office supplies, furniture, and computer equipment, ensuring a well-stocked and organized workspace.
• Assist with onboarding employees including ordering equipment and organizing workspaces.
• Coordinate events and travel, including hotel accommodations and flights, in-office meals, lunch and dinner reservations, and meeting arrangements.
• Assist in processing and tracking expenses for reimbursement including scanning receipts and categorizing expenses.
• Manage office vendors including maintenance, janitorial, and other service providers.
• Scan, organize, and distribute incoming mail; manage outgoing mail.
• Maintain and organize digital files and records, ensuring easy access and efficient data management.
• Perform bookkeeping tasks such as processing vendor bills, collecting vendor W-9s or other vendor information, communicating with vendors.
• Assist with HR-related administrative tasks, such as coordinating trainings and other employee-related activities.
• Support special projects including software transitions and data migration.
• Create, format, and edit Microsoft Word, Excel, PowerPoint, and/or PDF documents.
• Reception coverage as needed.

Qualifications:

• 3-5+ years of office administrative experience
• Excellent organizational skills
• Ability to proactively anticipate needs and identify issues
• Strong verbal and written communication skills
• Flexibility to handle a variety of tasks and adapt to changing priorities
• Proficient in Microsoft Office Suite

Employment:

• Full-time (37.5 hours per week) with competitive compensation.
• Five day on-site working location at our office 

We are an equal-opportunity employer and do not discriminate because of race, color, religion, sex, national origin, ancestry, marital status, veteran status, age, disability, sexual orientation or gender identity or expression or any other legally protected category. InterSystems is an E-Verify Employer in the United States.

InterSystems is hiring an experienced Facilities Manager to manage a small UK team and support the EMEA offices.  You will need to have experience of managing Class A office space and maintaining company facilities and equipment to an extremely high standard across the EMEA region.

The role reports to the Director of Facilities and the successful candidate will cover a broad range of responsibilities including Supplier Management, Third Party Contracts, Lease Renewals and Agreements, Refurbishments, Maintenance and Servicing, Health & Safety and all aspects of FM Compliance and Business Continuity.

This role is office based in Windsor and responsibilities include:

New Offices & Refurbishments

• Liaise with agencies to search for office premises and undertake site visits in order to shortlist option. Start negotiations and prepare presentation of final selection and costings.
• Negotiate head of terms and leases with in-house and local lawyers.
• Liaise with architect to design floor plan options.
• Organise and coordinate complete office fit out.
• Coordinate building work and assist employees with internal moves.

General

• Build and maintain good working relationships with external contractors and vendors of equipment and supplies.
• Negotiate and review maintenance and utilities contracts for the UK office and keep accurate and up to date records of maintenance work carried out.
• Ensure the PPM schedule for owned buildings is adhered to
• Manage the UK FM team
• Coordinate Company mobile phones.
• Ensure security standards are maintained and adhered to by employees.
• Manage the flow of communication within the UK offices and ensure the smooth running of routine facilities duties.
• Preparation of high level and complex reports and presentations
• Assist the Director of Facilities with the development and management of the departmental budget.
• Remains current on EU Health and Safety regulations concerning facilities and safety.
• Ad hoc project work (which could involve regular overseas travel) as required.

Health and Safety & Compliance

• Review the Health and Safety policy against changes in legislation.
• Ensure risk assessments are completed on an ongoing basis with relevant changes made.
• Ensure compliance with our ISOs and Global Environmental Goals.
• Sit on the Business Continuity Committee and ensure company has resiliency to emergencies.
• Provide suitable Health and Safety advice to Managers and employees, determine training needs and correct poor practices.
• Issue work permits from contractors for dangerous work.
• Ensure correct notices are displayed in all offices.
• Ensure the office has trained fire wardens and first aiders.

Job Qualifications

• Excellent execution and follow up, ability to work under pressure and to tight deadlines.
• IOSH / NEBOSH are beneficial
• Highly developed organisational skills with the ability to work effectively in a team environment
• 5+ years experience of facilities management including lease negotiations and heads of terms
• In depth, demonstrable knowledge of hard service management including asset maintenance and PPM scheduling
• Strong analytical and report writing skills
• Excellent communication skills
• Flexibility to work evenings and weekends when required with time given back in lieu
• Advanced level Microsoft Office skills – Word, Excel and PowerPoint, Outlook.

As an equal opportunities employer, InterSystems does not condone discrimination on the basis of age, disability, sex, sexual orientation, pregnancy and maternity, race or ethnicity, religion or belief, gender identity, or marriage and civil partnership.

We aspire to have a diverse and inclusive workplace and strongly encourage suitably qualified applicants from a wide range of backgrounds to apply and join our organisation.

Overview
We are looking for a highly organised Bilingual Receptionist/Administrator (English/Portuguese) to ensure the smooth and efficient operation of our office. Reporting to the ASG Manager Latam, this role will primarily oversee front-of-house responsibilities, ensure effective housekeeping, and provide administrative support as needed.

Key Responsibilities

• Answer incoming calls promptly and professionally, directing them as appropriate or taking accurate messages and forwarding them to staff via email.
• Act as the first point of contact for visitors, delivering a welcoming and professional experience both in person and over the phone.
• Maintain cleanliness and order in reception areas, boardrooms, meeting rooms, lobby, training room, and kitchens. Serve as the contact for staff and service providers regarding housekeeping requests.
• Organise and monitor incoming and outgoing mail.
• Monitor and maintain inventory of office supplies, postage, and cleaning materials, preparing restock requests for approval as required.
• Provide general administrative assistance to staff as required.
• Work closely with other administrative staff to ensure the smooth operation of the office.
• Provide support on ad hoc projects and initiatives as required by the manager.

Qualifications

• Proven ability to prioritise tasks and meet deadlines in a fast-paced environment.
• Professional telephone etiquette and strong verbal communication skills.
• Excellent interpersonal skills and the ability to work collaboratively in a team setting.
• Self-motivated with a proactive and resourceful attitude.
• High attention to detail and strong organisational skills.
• Bilingual proficiency in English and Portuguese is essential.

Education and Skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Desirable: academic or training background in interpreting/translation, administration, public relations, or related fields.
• A minimum of 3-5 years´ experience in a similar role.

Job Summary

In this role you will be expected to provide administrative assistance for the business and be willing to go above and beyond on a daily basis.  You will take ownership of delegated tasks and ensure they are completed in a timely and orderly manner, to a high standard. You will have high attention to detail and a can do, proactive attitude.  

Responsibilities

Management Support

• Support key members of our Jakarta office
• Support visiting Executives and VP's

Administrative Support:

• Front of house and first point of contact for internal and external visitors to the Jakarta office
• Co-ordination of travel – Domestic and International
• Co-ordination of meetings, conference calls and video conferences with both internal & external stakeholders
• Provide Office Management administrative support, eg: arrange and book tradespersons; liaise with contract office cleaners as needed, update telephone lists and directories, update floor plans, organise catering and events, together with any other tasks as requested.
• Minute taking
• Preparing documents/presentations – formatting, printing, binding as needed
• Preparing expense reconciliation (using WorkDay)
• Oversee all facilities maintenance and other projects for office improvement.
• Proactivity to liaise with suppliers and vendors to ensure a safe, clean, productive work environment
• Coordinate efforts with other departments including HR, Recruitment and IT

HR Support:

• Knowledge of local HR policies and law
• Assist with ad hoc projects presented by the Regional Director of Human Resources
• Assist with adhoc projects presented by the Asia Pac HR, Facilities or Finance Team as required to meet business needs.
• Assist with the induction of new employees to the company with regard to local office facilities and procedures.
• Keep an accurate record of vacation/sickness absence days for the Jakarta office and update the HR department accordingly.
• Assist with the renewal of company benefits for staff under the direction of the HR Director, AsiaPac.
• Maintain local personnel files and associated legal documents.
• Assisting the HR department with local HR projects as necessary.

Experience and Qualifications

• 5 plus years of experience as an Administrative Assistant within a corporate environment
• Experience with HR policies or working with HR
• Ideal tertiary qualifications in Office / Business Administration.
• Ability to work in a team environment.
• Advanced skills in Microsoft Office; Outlook and established applications.
• Skills in Office 365 and WorkDay would be desirable.

Education and Training

• Skills in Office 365 and WorkDay would be desirable.

This role is responsible for all the administrative activities that facilitate the smooth and efficient running of the office - front of house. Primarily this role will be accountable for all reception and general housekeeping duties. The role will also assist in other general and specific administrative functions as and when requested.

Applicants belonging to protected categories (Law 68/99) are encouraged to apply.

Responsibilities:

· Answer all incoming calls within a prompt timeframe and in a professional manner / Either direct calls or take a detailed message and email message to the staff.

· Provide a professional and cordial first point of contact to all company visitors (by phone or in person). In charge to prepare coffee or water for the in-house visitors and attend to their enquires.

· Update calendars and schedule meetings, conference calls and video conferences with both internal & external stakeholders.

· Ensure good housekeeping (clean & tidy) at all times particularly in relation to the Reception area, Boardroom, Meeting rooms, Training room and the Kitchens.

· Maintain Stationery, coffee capsules, postage stock levels and cleaning supplies

· Provide general assistance to staff as requested.

· Monitor supply of office drinking water and small bottled water for meeting rooms

· Organize morning snacks, order lunch and food preparation for Internal / client training

· Handle in and outgoing mails, couriers, and shipments.

Qualifications:

· Ability to prioritize tasks to ensure daily duties and assigned tasks’ deadlines are met

· Good telephone skills, particularly able to screen calls where needed

· Good interpersonal (people) and verbal communication (pronunciation) skills

· Ability to work in a team environment.

· Professional manner and dress code at all times

· Self-motivated, with good initiative and pro-active attitude

· Ability to organize in-house events.

· Proficiency in English

· Intermediate Microsoft Office – Word/Excel and PowerPoint.

InterSystems Italia is committed to ensuring equal opportunities for all candidates. We believe in fostering an inclusive workplace that respects and promotes diversity, regardless of gender, age, race, religion, sexual orientation, disability, or any other protected status. We encourage applications from suitably qualified individuals of all backgrounds, and are dedicated to creating a fair and non-discriminatory recruitment process.