Administrative Assistant

SNAP14 is looking for an exceptional Administrative Assistant to support our Co-founder and General Manager. This passionate document warrior will be working on bookkeeping and administrative activities at SNAP14 working directly with the Co-founders.

Our Administrative Assistant will be responsible for administrative related tasks in addition to support with finance/accounting, HR and Legal. The priority is to maintain all paperwork/documentation and make sure that the company is up to date on all documents.

As an Administrative Assistant you will work on supplier documents, project tasks, maintaining company paperwork, assist in writing documents, editing contracts and working towards long-term objectives to meet business needs and requirements.

Here are some of the job functions?

• Schedule and attend meetings
  

• Act as meeting scribe and take meeting minutes
  

• Handles inbound calls and emails
  

• Record data in Zoho system
  

• General research
  

• Creation of documents (SOPs, accounting receipts, contracts etc.)
  

• Organize cloud drive
  

• Order supplies (printing business cards, marketing material, notebooks, etc)
  

• Create/edit contracts & agreements through the system
  

• Assist in company documents (commercial registration, tax id, license, social insurance, etc)
  

• Create reports
  

• Check/coordinate supplier documents
  

• Assist with onboarding new interns and freelancers
  

• Assist with Bookkeeping by gathering, organizing, inputting and archiving invoices/expenses
  

• Coordinating with freelance team
  

• Manage accounts payable for weekly & monthly payment runs
  

• Manage company cash accounts and document transactions
  

CORE COMPETENCIES:

Initiative: Identifying what needs to be done and doing it before being asked or before the situation requires it.

• Identifying what needs to be done and takes action before being asked or the situation requires it.
  

• Does more than what is normally required in a situation.
  

• Seeks out others involved in a situation to learn their perspectives.
  

• Takes independent action to change the direction of events.
  

• Approaches challenging tasks with a can-do attitude.
  

Flexibility: Openness to different and new ways of doing things; willingness to modify one s preferred way of doing things.

• Is able to see the merits of perspectives other than his/her own.
  

• Demonstrates openness to new organizational structures, procedures, and technology.
  

• Switches to a different strategy when an initially selected one is unsuccessful.
  

• Demonstrates willingness to modify a strongly held position in the face of contrary evidence.
  

Personal Credibility: Demonstrated concern that one be perceived as responsible, reliable, and trustworthy.

• Does what he/she commits to doing.
  

• Respects the confidentiality of information or concerns shared by others.
  

• Is honest and forthright with people.
  

• Carries his/her fair share of the workload.
  

• Takes responsibility for own mistakes; does not blame others.
  

• Conveys a command of the relevant facts and information.
  

• Presents self crisply and impressively.
  

Attention to Communication: The ability to ensure that information is passed on to others who should be kept informed.

• Ensures that others involved in a project or effort are kept informed about developments and plans.
  

• Ensures that important information from his/her management is shared with his/her employees and others as appropriate.
  

• Shares ideas and information with others who might find them useful.
  

• Uses multiple channels or means to communicate important messages (e.g., memos, newsletters, meetings, electronic mail).
  

• Keeps his/her manager informed about progress and problems; avoids surprises.
  

• Ensures that regular, consistent communication takes place.
  

• Speaks clearly and can be easily understood.
  

• Tailors the content of speech to the level and experience of the audience.
  

• Uses appropriate grammar and choice of words in oral speech.
  

• Organizes ideas clearly in oral speech.
  

• Expresses ideas concisely in oral speech.
  

• Maintains eye contact when speaking with others.
  

• Summarizes or paraphrases his/her understanding of what others have said to verify understanding and prevent miscommunication.
  

• Expresses ideas clearly and concisely in writing.
  

• Organizes written ideas clearly and signals the organization to the reader (e.g., through an introductory paragraph or through use of headings).
  

• Tailors written communications to effectively reach an audience.
  

• Uses graphics and other aids to clarify complex or technical information.
  

• Spells correctly.
  

• Writes using concrete, specific language.
  

• Uses punctuation correctly.
  

• Writes grammatically.
  

• Uses an appropriate business writing style.
  

Results Orientation: The ability to focus on the desired result of one s own or one s unit s work, setting challenging goals, focusing effort on the goals, and meeting or exceeding them.

• Develops challenging but achievable goals.
  

• Develops clear goals for meetings and projects.
  

• Maintains commitment to goals in the face of obstacles and frustrations.
  

• Finds or creates ways to measure performance against goals.
  

• Exerts unusual effort over time to achieve a goal.
  

• Has a strong sense of urgency about solving problems and getting work done.
  

• Achieves goals in a timely manner despite onstacles encountered by organization reprioritizing and replanning.
  

• Sets goals and objectives relevant to function and focuses on the customers needs
  

Diagnostic Information Gathering: The ability to identify the information needed to clarify a situation, seek that information from appropriate sources, and use skillful questioning to draw out the information, when others are reluctant to disclose it.

• Identifies the specific information needed to clarify a situation or to make a decision.
  

• Gets more complete and accurate information by checking multiple sources.
  

• Probes skillfully to get at the facts, when others are reluctant to provide full, detailed information.
  

• Routinely walks around to see how people are doing and to hear about any problems they are encountering.
  

• Questions others to assess their confidence in solving a problem or tackling a situation.
  

• Asks questions to clarify a situation.
  

• Seeks the perspective of everyone involved in a situation.
  

• Seeks out knowledgeable people to obtain information or clarify a problem.
  

Thoroughness: Ensuring that one s own and others work and information are complete and accurate; carefully preparing for meetings and presentations; following up with others to ensure that agreements and commitments have been fulfilled.

• Sets up procedures to ensure high quality of work (e.g., review meetings).
  

• Monitors the quality of work.
  

• Verifies information.
  

• Checks the accuracy of ones own and others work.
  

• Develops and uses systems to organize and keep track of information or work progress.
  

• Carefully prepares for meetings and presentations.
  

• Organizes information or materials for others.
  

• Carefully reviews and checks the accuracy of information in work reports provided by management, management information systems, or other individuals and groups.
  

Requirements

Benefits