Why do we hire? 

As our company continues to innovate, we recognize the need for a dynamic individual to join our team and support various departments with both daily operations and special projects. Wiiisdom is on the lookout for an enthusiastic Administrative Assistant who is ready to make a significant impact! 

What will be your mission? 

Reporting directly to the Customer Success Operations & ESG Manager, you will have the opportunity to collaborate with a diverse range of teams, including Customer Success, Engineering, the People team, and General Management. 

Your role will encompass a wide range of tasks within an international context. 

Among various structuring projects with shifting priorities, your main responsibilities will involve administrative and supportive activities, ensuring tasks are managed efficiently and completed on time with optimal solutions. 

What will you be doing? 

Administrative Tasks: 

• Documentation Management: Ensure all Wiiisdom documentation is current across various platforms in response to customer requests. 

• Contract Management: Maintain organized and up-to-date contract folders in the Legal SharePoint. 

• Legal Summary Updates: Refresh summary files as needed to keep information current. 

• Compliance: Check and update compliance requirements (i.e. OFAC list) 

• Insurance Policy Organization: Keep insurance policies well-organized in the folder. 

• Expiration Monitoring: Track and follow up on insurances expiration dates to ensure timely renewals. 

• Software Renewals: Manage software renewal processes. 

• Board Meetings: Prepare and send invitations for signature to the board meetings. 

• Recruitment Scheduling: Schedule recruitment contacts with the selected candidates. 

Support for Other Teams: 

• Supplier Requests: Verify requirements and ensure compliance with new supplier requests. 

• Customer Communication: Send Customer Success communication emails to customers. 

• Office Hours Invitations: Manage invitations for Wiiisdom Office Hours sessions. 

• Customer Feedback: Track customer survey responses and compile insightful reports. 

• Meeting Scheduling: Support the Engineering team by scheduling appointments with contractors and third-party providers. 

• Invoice Processing: Ensure invoices received by the Engineering team are sent to the Finance team. 

• Common spaces management:  

• Manage purchases for shared areas, restocking and replacement if necessary 

• Welcome service providers in the Office. 

Events Organization: 

• Internal Events: Coordinate event location, flights, hotel reservations, and restaurant bookings for internal events (i.e. SKO, EKO, etc). 

• Coordinate plannings of the different departments throughout each event. 

• CEO Travel Organization: Organize flights and hotel accommodation for the CEO.

Are you? 

• Rigorous and able to handle different projects with different deadlines at the same time 

• Easy going and adaptable to change 

• Customer service oriented 

What do you need to have? 

• Excellent verbal and written communication skills 

• Fluent spoken and written English  

• Experience in a small company with a diversity of functions (nice to have)

What will be the process?  

If your application is successful, you will receive a first call from our Customer Success Operations & ESG Manager. If both of you wish to continue in this process of common discovery, you will then have 2 interviews where you will be able to present your best assets to your future colleagues and your future manager.