Team assistant

The role

We're looking for a assistant to join our Communications team. This role sits at the heart of our day-to-day operations - supporting the team with vendor and contract management, event organization, executive assistance, and operational tasks. You'll work closely with colleagues across different departments, acting as a trusted coordinator who keeps things moving and anticipates what's needed.

Your responsibilities will include: 

Vendor and contract management

• Own vendor management end-to-end: support vendor selection and onboarding, coordinate contracting, and manage ongoing payment and invoice processes.
• Act as a connector between legal, project teams, and external vendors to facilitate contract terms negotiations, ensuring alignment and timely sign-off.
• Maintain accurate records of agreements, renewals, and vendor relationships.

Event organization

• Plan and deliver team events end-to-end, including offsites, team-building activities, and external-facing gatherings; from concept and budgeting through logistics, vendor coordination, and on-the-day execution.
• Partner with internal stakeholders to align events with broader team goals.

Operational and administrative support

• Maintain shared drives, workspaces, and documentation so the team has easy access to what they need.
• Take meeting notes and track next steps, owners, and deadlines.

Process improvement

• Continuously look for ways to improve how the team works — spotting inefficiencies, proposing better workflows, and putting simple systems in place.
• Use AI tools thoughtfully to streamline administrative work and free up time for higher-value activities.

Personal assistance and scheduling

• Provide PA support to our CCO and Department heads, including travel booking, itinerary management, and calendar ownership across multiple time zones.
• Coordinate internal and external meetings, ensuring agendas, briefing materials, and follow-up notes are prepared where needed.

We expect you to have: 

• Bachelor's degree, ideally in Business Administration, Communications, or a related field.
• 1–3 years in a team assistant, office coordinator, executive assistant, or administrative support role.
• Previous experience in a fast-paced, cross-functional team environment.
• Exposure to vendor management, contracting, or event coordination is a strong plus.
• Fluency in English (written and verbal).

Competencies: 

• Proactivity as a default: you anticipate needs, take initiative, come up with solutions and move things forward without waiting to be asked.
• Problem solver: you notice when something could work better and you're willing to fix it.
• AI literacy: you're comfortable using AI tools (or eager to learn) to work more efficiently, and curious about how they can improve day-to-day processes.
• Organization and time management: you juggle multiple calendars, workstreams, and deadlines without losing the thread.
• Relationship building: you build genuine, trust-based relationships with colleagues, vendors, and stakeholders.
• Attention to detail: you're careful with scheduling, documentation, contracts, and follow-ups.
• Clear, professional communication: you write and speak with clarity and warmth, adapting your tone to different audiences.
• Flexibility: you're comfortable supporting meetings and coordination across multiple time zones when needed.