Administrative Assistant

at  Synergy

COMPANY SUMMARY:

Synergy Associates is an International IT Managed Services Provider (MSP), with offices in London, New York, LA, Dubai, Paris, Singapore and Hong Kong. We focus on delivering a premium service to some of the world’s most discerning clients.

POSITION OVERVIEW:

We are seeking a proactive, organised, and detail-oriented Administrative Assistant to support our Senior Leadership Team (SLT) in managing a wide array of administrative tasks. The ideal candidate will play a crucial role in ensuring the smooth and efficient operation of SLT daily activities, facilitating cross-functional communication, managing schedules, and coordinating global team activities. This position requires excellent organisational skills, the ability to handle sensitive information with discretion, and a strong commitment to supporting strategic leadership functions.

ESSENTIAL SKILLS:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with online collaboration tools (e.g., Teams, Zoom, SharePoint).
• Exceptional organizational skills and the ability to manage multiple priorities and projects concurrently.
• Strong interpersonal and communication skills, with the ability to build relationships across various levels.
• High level of professionalism, discretion, and confidentiality in handling sensitive information.
• Ability to adapt quickly in a rapidly changing environment and demonstrate problem-solving capabilities.
• Knowledge of travel planning, scheduling software, and expense reporting tools is an advantage.
• Knowledge of basic HR functions specifically in the UK and US.
• Flawless attention to detail and a tenacious appetite to finish work to a high standard.
• Understanding of the workings of a medium sized international business.
• Calm under pressure with the ability to manage conflicting priorities.
• Equally happy to work as part of a team, as well as individually where necessary.

EXPERIENCE:

Minimum 12 months working in a similar role.

EDUCATION:

Relevant degree or qualified through equivalent experience

• Updating company policies, processes, and documentation
• Assisting with recruitment, vetting CVs and setting up interviews with candidates
• Overseeing thorough onboarding and offboarding for staff
• Maintaining staff benefit schemes in the UAE, UK, US and Hong Kong
• Organising conferences of varying sizes in the UK, Europe and United States
• Working closely with the Senior Leadership Team to manage diary, book travel and coordinate meetings
• Ensuring smooth running of regular meetings, inclusive of minute taking and distributing pre and post reads
• Booking travel and accommodation
• Upkeep of all Business Insurance Policies
• Gatekeeper for Senior Leadership Team
• Manage executive’s schedules, calendars, and personal appointments
• Assistance of the Senior Leadership Team with day-to-day duties
• Assist with scheduling of calls and meetings in multiple complex diaries across global time zones
• Partner with HR to design and implement office policies and procedures
• Maintaining confidential information
• Organise Internal and External offsite events