XTX Markets

Job description:

We are looking for an Administrative Assistant for our office in Yerevan, Armenia, to provide an all-around support to the local team and assist to our international HR, Admin and Legal team.

We are looking for a confident and proactive administrative specialist who will be equally efficient with the continuous and consistent support of daily routine tasks and be ready to address ad hoc errands in a professional and timely manner.

This is a temporary position under a fixed-term employment contract for 1 year.

/en/administrative-assistant-fixed-term-contract

Job responsibilities

Responsibilities

Office Management

• Ensure the office is maintained to a high standard, both functionally and aesthetically. Being the ‘go to person’.
• Organise all office repairs and cleaning.
• Purchase office food and supplies.
• Manage contractors and vendors, negotiate contracts and where necessary evaluate alternative providers.
• Work with customs and customs broker to arrange clearance of office supplies delivered from abroad.
• Manage the office budget and the monthly expense reconciliation, analyse and report costs and budget on a regular basis.
• Work with the global office managers to ensure there is a uniformed approach with their offices and the London HQ.

Accounting and legal

• Ensure timely payment of incoming invoices, obtaining approvals from respective team members, tracking records of payments.
• Upload, export and track invoices via our E-invoicing system.
• Coordinate the review and approval of contracts by Legal team; arrange contract execution and records management.
• Assisting with ad-hoc assignments such as audit.
• Prepare and submit reports to the Statistical Committee.
• Prepare monthly reports on monthly credit card expenses.

HR and Recruitment

• Organise local company events for the employees.
• Schedule interviews for the candidates with local and global team members.
• Relocation arrangements for new hires.
• Conduct new hire onboarding: prepare workplace, ensure there is necessary equipment, coordinate IT set up, set up induction meetings with the team.
• Coordinate company’s participation and attend recruitment events in Armenia and potentially in nearby countries.

Philanthropy

• Assisting with the local philanthropy initiatives, working with charities, managing the execution of donations.

Required qualifications

Attributes and Essential Skills

• 1-3 years of experience in a comparable role, ideally in an international business. Experience managing an office including managing to a budget and developing supplier relationships.
• Good knowledge of local regulations.
• Proactive and confident at problem-solving and multitasking.
• Highly organised and structured, with excellent project management skills and the ability to work to strict deadlines.
• Sense of urgency and attention to detail.
• Strong written and verbal communication skills.
• Exceptional interpersonal skills, being supportive and friendly.
• Fluent English and Armenian.
• MS Office Suite

Required candidate level: Mid level

Additional information