Administrative Assistant

3 weeks ago


St James's, United Kingdom Epic Foundation UK Ltd Full time

Job description

**Summary of the position**

Epic is looking for an Administrative Assistant to support the activities of the Operations Department.

The Administrative Assistant will work under the leadership of the Finance and Administration Director to support inter-departmental and international operations. This position will allow him/her to acquire practical experience in the areas of administration, accounting, human resources and governance for a rapidly-growing non-profit organization. As a portion of the Epic team is based in Paris, good working knowledge of French (spoken and written) is beneficial, but not required.

Epic offers an enriching and agreeable work environment with opportunities for professional growth and network development. This is an exciting opportunity to join an innovative organization that places social impact at the heart of its mission.

**Responsabilities**
- Support the drafting and monitoring of contracts and internship agreements
- Manage administrative onboarding and offboarding for staff
- Lead research and procurement for administrative-related goods and services
- Assist staff with travel arrangements
- Assist with the preparation and review of expense reimbursements as needed
- Prepare invoices and calls for disbursement
- Collect, organize and archive invoices and other accounting records
- Support the preparation of materials for Board and other governing body meetings
- Draft grant agreements for Epic’s portfolio organizations, take the lead on distribution and signatures and ensure their proper archiving
- Help track commitments (contractual and other)
- Assist in the preparation of internal and external reporting as requested
- Conduct research on and support the drafting of internal policies and procedures
- Organize team meetings and other team occasions
- Maintain supplies and services and manage all necessary orders
- Assist with all required declarations and submissions to authorities, donors, etc.
- Any other task that may be requested in the scope of these general responsibilities.

**Position Requirements**
- Must have the right to work in France or the United Kingdom
- Dynamic, open and autonomous disposition
- Rigorous, organized, tenacious and versatile, with impeccable attention to detail
- Proven ability and interest to work in a non-profit, international environment that is constantly evolving
- Mastery of the Microsoft Office Suite (Word, Excel and PowerPoint)
- 0-2 years of experience
- Minimum education: 2 years of higher education (post-high school)
- Experience with Salesforce is appreciated, but not required



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