HR Administrative Assistant in Five Jars

Five Jars is looking for a motivated entry-level Virtual Office Manager based in Ukraine to support our dynamic team and executive leadership. This role is pivotal in ensuring smooth day-to-day operations by handling a wide range of administrative tasks for the company and providing personal assistance to the C-level management.You are the right person for this position if you are a self-starter, able to manage your workload efficiently, and have excellent communication skills.Who are weFive Jars is a Full-service Design, Strategy, and Web Development digital agency that creates intuitive, data-driven web experiences. Over the past 6 years, we've delivered more than 100 projects for clients in a variety of industries, including health & fitness, media, arts & culture, and NGOs.As a team of creative and talented experts, led by leaders with 15+ years of experience in technology, we love our projects, working together and doing everything to ensure the company’s and client’s growth.RequirementsHard Skills:Proficiency in office management software (e.g., MS Office, Google Workspace (docs, spreadsheets, calendar, etc))Experience with online calendar systems, project management tools, and collaboration platformsKnowledge of travel booking platforms and research approachesBasic understanding of event planning and coordinationAbility to work at least 4 hours in the US time zone. Ideally, working with a shift to the US timezone so that C-level managers can answer questions fasterUpper-Intermediate or Advanced English level, Ukrainian language conversational levelNice to have a bachelor’s degree in business administration, communication, or a related field preferredSoft Skills:Exceptional organizational and time management skillsStrong communication and interpersonal abilitiesProven ability to manage multiple tasks and priorities effectivelyHigh degree of initiative and ability to work independently and collaborativelyProblem-solving mindset with attention to detailProactivity: if something is not clear – do not be afraid to ask questionsResponsibilitiesC-Level Management Assistance (30%)Communication for some documentation-related questions (for instance, communicate with the lawyer about the progress of preparing documents)Setting tasks for contractors and monitoring deadlinesHelp with calendar management, such as scheduling doctor appointmentsResearch related to different areas (for instance, research specific doctors or schools)Book business-related meetings, choose and book restaurants, etcPeople Operations (25%)Benefits Administration: Overseeing the day-to-day administration of employee benefit programsBenefits Analysis and Benchmarking: Conducting regular benchmarking and analysis of employee benefits programs to evaluate competitiveness, cost-effectiveness, and employee satisfactionEmployee Assistance and Support: Serving as a resource for employees to address benefit-related questions, concerns, and issues. Providing personalized guidance, resolving disputes, and advocating for employee needs in collaboration with HRNational Holidays Management and Communication: updating the list of National Holidays for different countries (Policy and HRIS), communicating updates and reminders to the teamEducation Programs Management: Providing all the required support such as communication with the speakers, expenses management, team announcements, learning materials posting, etcHR Projects Support & ParticipationTravel Management (20%)Travel Booking: Coordinating and booking transportation (flights, trains, rental cars) and accommodations (hotels, apartments) according to the traveler's preferences, budget, and company policiesExpense Management: Monitoring travel expenses and processing expense reportsTravel Policy Development: Developing and updating travel policies and procedures in response to changing business needs, industry trends, and regulatory requirementsTraveler Support: Providing assistance and support to travelers before, during, and after their trips, including travel advisories, visa assistance, travel insurance, and 24/7 emergency supportEvent Management (15%)Organizing Offline Events: Organizing in-person events for the team, starting from the concept to executionDevelopment and Execution of Online Activities: Proposing and organizing virtual activities and engagements with the teamExpense Management: managing the financial aspects of event planning and executionCorporate Merch Management (10%)Product Selection: Researching and selecting a range of products and branded merchandise that align with the company's brand identity, values, and people preferencesVendors Management: Identifying and establishing relationships with vendors, negotiating contracts, pricing, and terms of service to ensure cost-effectiveness and timely delivery of merchandiseDesign and Branding: Collaborating with the internal design team to create custom designsInventory Management: Managing and overseeing the storage of merchandise itemsOrder Fulfillment and Distribution: Managing the ordering process, coordinating with suppliers to process orders, arranging shipping or delivery, and tracking shipment statusQuality Control: Ensuring the quality of merch itemsAdditional detailsDescription of the team to work with: Chief Executive Officer (CEO) and Chief Operations Officer (COO)HR SpecialistPotentially, a few more people from the teamWhat growth opportunities are there in this role:Communication / Engagement SpecialistTravel / Event SpecialistL&D SpecialistHR Branding SpecialistHiring Process:Test TaskScreening Interview with a RecruiterQualification InterviewFocus InterviewReference checkWe propose100% remote workProfessional growth and regular performance reviewsBenefits such as vacation, sick leave, a day off during official national holidaysFlexible schedule and 7-hour working dayHappy Hour every Friday with team membersHelp with learning new things (courses, books, etc.)Support in participating in conferencesWarm and friendly working environmentFlexibility in making decisions, no micromanagementRespect and support with all activitiesTeam building and other sorts of online/offline team activities Show more Show less Должностной уровень Другое Тип занятости Полный рабочий день Должностные обязанности Кадровое сопровождение Отрасли ИТ-услуги и ИТ-консалтинг