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Administrative Assistant / Office Manager

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InstaDeep

1mo ago

  • Job
    Full-time
    Mid Level
  • People, HR & Administration
    Facilities Management
  • Berlin
  • Quick Apply

AI generated summary

  • You need 3+ years in administration, fluency in French, English & German, strong problem-solving skills, attention to detail, discretion, and proficiency in Google suite.
  • You will manage employee files, contracts, health insurance, and transportation subscriptions, support payroll, handle office operations, maintain supplies, and assist with ad hoc tasks.

Requirements

  • 3+ years experience in an Administrative Assistant / Office Management role
  • Strong related job experience
  • Fluent in French, English & German (mandatory)
  • Customer service mindset and positive attitude
  • Self-directed, organised problem solver with the ability to prioritise and proactive
  • Demonstrated ability to exercise discretion, sound judgement, tact and diplomacy in all communications.
  • Accuracy, attention to detail and able to deal with sensitive information.
  • Strong computer skills including Google suite.

Responsibilities

  • Management of employees' administrative files from the onboarding to the offboarding (complete all employee’s information in our HRIS, liaise with the IT team during onboarding/offboarding, assign a buddy etc…)
  • Prepare and make sure all the contracts have been signed and stored
  • Manage the probation letters, invitation letters and other ad hoc documents
  • Ensure all employees are enrolled in the health insurance and monitor the lunch vouchers and their distribution for the Berlin office.
  • Manage the transportation subscriptions (BVG)
  • Assist the HRBPs for payroll (collection of payroll details : Transport subscriptions, Gym receipts…)
  • Support Finance and Operations Department for all administrative matters
  • Be the first point of contact for the Berlin office
  • Supervising the day-to-day operations of the office, including filing and managing incoming and outgoing mail.
  • Maintaining a clean and organized work environment, ensuring compliance with health and safety regulations.
  • Coordinating the purchase and maintenance of office supplies and equipment, food & beverage for office events
  • Perform additional duties, ad hoc tasks and assist with projects as assigned.

FAQs

What is the main purpose of the HR Administrative Assistant & Office Manager role?

The main purpose of the HR Administrative Assistant & Office Manager role is to provide administrative support for the HR business partners and the Group HR Manager while managing the day-to-day operations of the Berlin office.

What qualifications are required for this position?

The position requires 3+ years of experience in an Administrative Assistant or Office Management role, fluency in French, English, and German, as well as strong computer skills including the Google suite.

Is experience in HR required for this position?

While strong related job experience is required, specific HR experience is not explicitly mentioned as mandatory; however, familiarity with HR processes will be beneficial.

What are the key responsibilities associated with employee management?

Key responsibilities include managing employees' administrative files, preparing contracts, handling probation and invitation letters, ensuring health insurance enrollment, and assisting with payroll details.

How does the office management aspect of the role function?

The office management responsibilities include being the first point of contact for the office, supervising day-to-day operations, maintaining a clean work environment, coordinating purchases, and handling food and beverage for office events.

What is InstaDeep’s approach to diversity and inclusion?

InstaDeep is committed to empowering individuals to celebrate their uniqueness, encouraging applicants from underrepresented groups, and fostering a diverse environment for learning and growth.

What kind of work model does InstaDeep follow?

InstaDeep operates on a hybrid work model, encouraging employees to work at the office at least 2 to 3 days per week for close collaboration and innovation.

Is there a requirement for the right to work in location applied for?

Yes, candidates are required to have the legal right to work in the location they are applying for.

What type of communication skills are important for this role?

The role requires demonstrated ability to exercise discretion, sound judgement, tact, and diplomacy in all communications, in addition to a customer service mindset.

Are there additional duties outside of the main responsibilities?

Yes, additional duties, ad hoc tasks, and assistance with projects as assigned may also be part of the role.

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InstaDeep

Accelerate the transition to an AI-first world that benefits everyone

Technology
Industry
51-200
Employees
2014
Founded Year

Mission & Purpose

InstaDeep is a leading global technology company offering a range of AI solutions, ranging from optimized pattern-recognition, GPU-accelerated insights, to self-learning decision making systems. - Decision-making systems: Life and business are all about decisions. InstaDeep harnesses the power of reinforcement learning to create systems that can make decisions on their own, based on their own autonomous training. Many fields can benefit greatly from this technology, be it robotics, mobility, logistics, finance or healthcare. - GPU-accelerated insights: When you try to deploy AI in your business, compute power is key. A Multi-GPU setup can be messy and complicated. With Nvidia’s DGX-1 (one of the most powerful AI machines on the market), InstaDeep can help you achieve insane computing power to solve even the most intensive AI problems. - Optimized Deep Learning: Deep Learning delivers high-performance AI for pattern recognition yet is notoriously time-consuming to fine-tune. InstaDeep boosts this process to save you time and money on your computer vision, natural language processing or predictive analytics project.