Administrative Assistant

IFS is a billion-dollar revenue company with 7000+ employees on all continents. Our leading AI technology is the backbone of our award-winning enterprise software solutions, enabling our customers to be their best when it really matters–at the Moment of Service™. Our commitment to internal AI adoption has allowed us to stay at the forefront of technological advancements, ensuring our colleagues can unlock their creativity and productivity, and our solutions are always cutting-edge.

At IFS, we’re flexible, we’re innovative, and we’re focused not only on how we can engage with our customers but on how we can make a real change and have a worldwide impact. We help solve some of society’s greatest challenges, fostering a better future through our agility, collaboration, and trust.

We celebrate diversity and understand our responsibility to reflect the diverse world we work in. We are committed to promoting an inclusive workforce that fully represents the many different cultures, backgrounds, and viewpoints of our customers, our partners, and our communities. As a truly international company serving people from around the globe, we realize that our success is tantamount to the respect we have for those different points of view.

By joining our team, you will have the opportunity to be part of a global, diverse environment; you will be joining a winning team with a commitment to sustainability; and a company where we get things done so that you can make a positive impact on the world.

We’re looking for innovative and original thinkers to work in an environment where you can #MakeYourMoment so that we can help others make theirs. With the power of our AI-driven solutions, we empower our team to change the status quo and make a real difference.

If you want to change the status quo, we’ll help you make your moment. Join Team Purple. Join IFS.

We embrace flexibility and hybrid work opportunities to support diverse needs and lifestyles, while also valuing inclusive workplace experiences. By fostering a sense of community, we drive innovation, strengthen connections, and nurture belonging. Our commitment ensures you can work in a way that suits you best, while also engaging with colleagues to share ideas and build meaningful relationships

We are seeking a highly organised Administrative Assistant to support the operational needs of the few Leaders within the organisation. This role is pivotal in facilitating the smooth execution of daily tasks and long-term projects by providing comprehensive administrative support.

This role is ideal for a proactive and dedicated individual looking to contribute to the efficiency of our leadership team. If you are committed to excellence and thrive in a fast-paced environment, we would like to hear from you.

Key Responsibilities:

• Diary, meeting and email management: Maintain day-to-day diary schedules and manage extensive email communications, ensuring the CRO is on time and prepared for meetings, including preparing briefing documents. Additionally, act as a backup in responding to forwarded emails of the CRO in exceptional cases (when availability is limited).
• Meeting Coordination: Support and manage the schedule of meetings on teams, internal and external physical meetings, including room bookings and preparing necessary documents, while liaising with key stakeholders.

• Document Preparation: Create and edit presentations, reports, and documents using PowerPoint, Excel, and Word.
• Financial Administration: Process and review expenses and other financial requests for the CRO US&A, ensuring adherence to company policies.
• Travel Arrangements: Manage complex travel itineraries, including flights, accommodations, and ground transportation for the CRO US&A.
• Flexibility: Available for support outside standard office hours when necessary.
• Personal Assistant Duties: Handle ad-hoc personal tasks and administrative duties as required.

• High level of education
• A minimum of five years’ experience in a similar administrative position for a sales leader 
• Experience working in the software/technology industry is an advantage 
• Previous experience of working within a sales organisation is strongly preferred  
• Excellent written and verbal communication skills 
• Competent with Microsoft Office packages, particularly Word, Outlook and PowerPoint 
• Proven history of supporting remote, global leaders across different time zones is preferred 
• Ability to manage multiple tasks on time and schedule.  

Personal skills and qualities:  

• Good interpersonal skills and able to build relationships through remote engagement
• Comfortable working on a central European Timeline 
• Uses initiative with minimal supervision 
• Strong communication and interpersonal skills, capable of working with senior executives and external stakeholders.
• Discretion and confidentiality in handling sensitive information.
• Problem solver with can do attitude
• Dedicated to the quality and accuracy of projects from inception to completion 

• Reliable, trustworthy and ability to maintain confidentiality at all times 
• Can manage a heavy workload with strict deadlines 
• Excellent organizational skills with the ability to priorities, multi-task and co-ordinate workloads and work under pressure to meet deadlines 
• Good time management skills 
• Flexible and willing to take on ad-hoc tasks 
• Comfortable working independently and as part of a team 

Technical skills:  

• MS Office applications – excellent level 
• Good IT skills and the ability to produce reports and manage data 
• MS Office 

We embrace flexibility and hybrid work opportunities to support diverse needs and lifestyles, while also valuing inclusive workplace experiences. By fostering a sense of community, we drive innovation, strengthen connections, and nurture belonging. Our commitment ensures you can work in a way that suits you best, while also engaging with colleagues to share ideas and build meaningful relationships.