Overview

Job Locations:
UK-NIR-Derry
UK-NI-Remote

Organizations across the globe rely on OneSource Virtual for Workday services, support, optimization, and consulting. We create solutions built on the Workday application that empower customers to become strategic HR organizations, then scales with them as they grow. To date, OneSource Virtual offers HR outsourcing, IT outsourcing, application optimization, and consulting services to 500+ customers that represent more than 35 percent of Workday’s customer base.

Position Summary/Objective

Responsible for providing a proactive administration support service to the EMEA organisation across two sites (Derry and London). You will be providing support to our senior BU leaders and employees, assisting in daily office needs and managing our company’s general administrative activities.

Essential Functions/Duties/Responsibilities

  • Providing ahoc co-ordination and administration support services to EMEA SLT members.
  • Assisting in the co-ordination of internal meetings, including all-worker meetings  and organising external functions and visits where necessary.
  • Support on regional communication and engagement activities – managing meeting/event logistics, preparing presentations, undertaking basic analysis and proactively prompting action where necessary.
  • Ensuring meeting rooms and kitchens in Derry location are well stocked, clean and fit for purpose (this includes monitoring fridges, dishwashers, supplies etc).
  • Ordering and maintaining office supplies and services agreements, including weekly fruit deliveries and the coordination of catering when required.
  • Acting as the “eyes & ears” for required maintenance and working to assist in the engagement and mitigation of risks & building maintenance.
  • Providing assistance on the logistics required to enable home working including posting out kit/items to homeworkers and working with IT to track asset allocation.
  • Tracking, chasing and logging customer and other invoices, providing updates and reports as required. This will also involve liaison with our US finance team.
  • General administration tasks including the booking of travel and support where required for selected OSV employees and to support customer hosting/hospitality.
  • Attending and executing on actions agreed at the Derry Culture and Charity Committee.
  • Maintenance of Short-Term Business Visitor tracking for overseas visitors to OSV EMEA and general management of visitor/meeting room logs etc.  
  • Supporting office infrastructure needs, including the coordination of health & safety activities
  • Preparing and producing standard documents and reports, ensuring accuracy and timely delivery (eg some correspondence such as bonus letters for HR etc).

Competencies

Business Acumen

  •  Able to understand and articulate importance of own tasks for customer success

Communication

  • Effective written and verbal communication, confidence to communicate across geographic boundaries and with customers
  • Can negotiate effective win/win outcomes in relation to own area of responsibility

Problem Solving

  • Strong problem solving skills and ability to follow up with agreed solutions
  • May research issues and contribute to solution.

Planning & Analysis

  • Able to plan and complete own work tasks in a timely fashion to support wider business processes.  

Teamwork

  • Able to establish and maintain effective working relationship to contiribute to team effectiveness and harmony

Proactiveness

  • Able to identify situations and problems that require a response and identify/propose/deliver a solution
  • Ability to execute efficiently and effectively in a fast paced environment

Ethical Practice

  • Understands all governance and compliance responsibilities and implications associated with role.
  • Able  to maintain the confidentiality of sensitive Company and personal information.
  • Uses tact and discretion in dealing with customer information

Self Management

  • Self -directed management of work and results
  • Strong organizational skills with ability to multi-task and support multiple customers effectively
  • Demonstrated experience of being detail orientated with good organisational and multi-tasking skills
  • Willing to adapt and display positive and compliant attitude and exhibit professionalism within the workplace
  • Maintains punctuality and adherence to set schedule with extra hours as needed
  • Able to cope and show flexibility in fast-paced, demanding environment and manage sensitive, confidential information
  • Exercises independent judgment and a sense of urgency

Self Development

  • Strong desire to learn and develop own knowledge for success

Supervisory Responsibility

This roles does not have supervisory responsibilities.

Qualifications and Experience

  • Consolidated experience as an administrative assistant supporting a team in which diary management, meeting/travel/event coordination and the management of discreet projects featured as a key part of the role.
  • Strong verbal reasoning skills (will be tested)
  • Competent/Advanced user of Excel, Powerpoint, Teams and Word such that high quality documents and spreadsheets using basic Excel functions can be managed.

Preferred Skills

  • Office management

You are encouraged to learn and share ideas when you join the OneSource Virtual team. We reward innovative thinking, fresh perspectives, creative collaboration, and hard work. As an organization experiencing routine strategic growth, we are always on the lookout for intelligent, talented, and forward-thinking professionals to join our team. OSV employees enjoy a values-based culture, upward mobility, and professional development with opportunities of all kinds.