Talent Operations Assistant

About the Role

Position open exclusively to candidates with disabilities (mandatory requirement).

We are looking for a detail-oriented Talent Operations Assistant to support administrative and operational processes across Talent Operations, office administration, employee support activities, and vendor coordination. This role will help ensure the smooth execution of day-to-day operations by maintaining accurate records, coordinating routine processes, and providing administrative support across multiple business functions.

Key Responsibilities

Vendor, Procurement & Logistics Support

Support procurement-related administration, vendor communication, logistics, and employee services.

• Coordinate office and parking lease-related activities, including invoice tracking, service monitoring, and day-to-day office matters support.

• Support branded merchandise orders, deliveries, and documentation.
• Coordinate occasional employee gifts (company initiatives, birth/sympathy gifts, etc).
• Assist with employee medical insurance administration, including employee lists, documentation and payment follow-ups.
• Support administrative aspects of equipment purchases and distribution, including deliveries, documentation, and equipment tracking.
• Coordinate shipment and delivery of packages and documents to/from employees, vendors, and external organizations (accounting documentation incl.).

Employee Data Administration & Compliance Support

Maintain employee records, documentation, and administrative processes.

• Maintain employee-related administrative records, including vehicle and parking information where applicable.

• Monitor completeness of employee documentation, including standard background check requirements.
• Support document management activities, including document collection, printing, scanning, archiving, and delivery coordination for our Accounting team.
• Track completion of mandatory employee trainings and compliance requirements (e.g., fire safety training).

Time-Off Process Support

Support administration of employee leave processes and related requests.

• Maintain vacation, sick leave, and other time-off records in internal systems and project team calendars.
• Ensure consistency and accuracy of time-off information across systems.
• Collect supporting documentation and follow up on employee requests, applications, and sick leave certificates.

Administrative Coordination & Internal Communications

Provide administrative support across operational processes and internal communications.

• Maintain administrative trackers and operational records, while monitoring deadlines and following up on outstanding actions.
• Prepare and publish employee birthday announcements and standard internal communications related to assigned processes.
• Support the organization of company events, team gatherings, and employee engagement activities.

What Will Help You Succeed

• Strong attention to detail and accuracy.
• Ability to work with documentation and administrative processes.
• Comfortable working with MS Office (incl. spreadsheets).
• Ability to follow established procedures, prioritize tasks and meet agreed deadlines.
• Proactive communication and follow-up skills.

• · Comfortable working in English-language systems and tools, as well as understanding and processing written information in English.

Equal Opportunity Statement

We value diversity and welcome candidates with disabilities. Our goal is to provide a supportive environment and reasonable accommodations that enable every team member to perform at their best.

We Offer

• 20 days of paid vacation.
• 15 days of unpaid vacation.
• All official public holidays off.
• 5 paid sick days without a doctor’s certificate.
• Medical insurance.
• Cooperation under a gig-contract.