G&A Administrative Assistant (Pakistan & Middle East)
Europe · Middle East · Africa
Posted on Sunday, September 10, 2023
Vectara is on a mission to provide a scalable platform for Generative AI, neural information retrieval and hybrid search that solves use cases including conversational AI, question/answering, semantic app search, and research & analysis. Our founding team includes industry veterans (Amr Awadallah, co-founder of Cloudera), and experts in neural IR and distributed systems from Google.
This is a part-time position with the opportunity to transition into a full-time role. We are seeking a dedicated and detail-oriented Administrative Assistant to provide support to our G&A team. This role will play a vital part ensuring the efficient operation of G&A functions, including finance, HR, and recruiting. The ideal candidate should possess strong organizational skills, attention to detail, and the ability to thrive in a dynamic work environment.
Come help us build the future platform for Generative AI!
- Provide administrative support to the G&A team, including finance, human resources, and recruiting functions
- Coordinate and schedule meetings, appointments, and conference calls for G&A team members.
- Manage complex calendars, prioritize appointments, and handle scheduling conflicts
- Prepare and process expense reports, invoices, and purchase orders accurately and in a timely manner.
- Maintain organized and efficient physical and digital filing systems for G&A-related documents.
- Assist in the onboarding process for new employees, including preparing necessary paperwork and orientations.
- Handle sensitive and confidential information with the utmost discretion and professionalism.
- Assist in HR-related tasks, such as maintaining employee records, coordinating trainings, and supporting recruitment efforts.
- Monitor and order office supplies, ensuring the availability of necessary materials.
- Coordinate travel arrangements and itineraries for G&A team members.
- Support the planning and execution of internal and external company events.
- Serve as a point of contact for internal and external stakeholders, providing assistance and information as needed.
- Collaborate with cross-functional teams to facilitate seamless communication and task completion.
- Contribute to process improvements and the implementation of administrative best practices.
- High school diploma or equivalent; additional education or relevant certifications are a plus.
- Proven experience as an administrative assistant, particularly in supporting G&A functions.
- Proficiency in Google Suite and familiarity with relevant software.
- Strong understanding of office management procedures and basic bookkeeping principles.
- Exceptional organizational skills and ability to manage multiple tasks with varying priorities.
- Excellent written and verbal communication skills.
- Detail-oriented mindset with a commitment to accuracy in all work.
- Ability to handle confidential information with discretion and maintain confidentiality.
- Resourceful problem solver with a proactive approach to task.
- Strong interpersonal skills and the ability to work collaboratively in a team environment.
Vectara welcomes all. We value the collective wisdom of people from different backgrounds, experiences, abilities and perspectives. We never discriminate on the basis of race, religion, national origin, gender identity or expression, sexual orientation, age, or marital, veteran, or disability status. Vectara has a positive and supportive culture—we look for people who are inventive and work to be a little better every single day. We seek to be smart, humble, hardworking and, above all, curious. After all, we are on a mission to find meaning.
Perks and Benefits:
100% paid Medical, Dental, Vision begins on your first day! Generous paid time off (PTO) plus paid sick time, holidays, and company rest days. Professional development and training opportunities. Company virtual happy hours and fun team building activities and more.