Executive Assistant & Administrative Coordinator (Global Payroll, Operations & Auditing)

Executive Assistant & Administrative Coordinator (Global Payroll, Operations & Auditing): (Company Name - Subscribers only)

We are seeking a highly organized, detail-oriented, and proactive Executive Assistant (EA) who will also take on key administrative tasks with a focus on global payroll processing, cash auditing, and operational coordination across multiple businesses in different countries. This dual-role position combines executive support duties with administrative responsibilities to ensure seamless operations and financial integrity across diverse business units and locations.

The ideal candidate will have experience providing high-level administrative support to the Managing Director, managing payroll systems, handling international HR and finance-related tasks, and performing cash audits. This role requires strong communication skills, multitasking ability, and a thorough understanding of financial controls, cash management, and global payroll regulations.

Key Responsibilities:

• Provide comprehensive administrative support to the Managing Director, including calendar management, scheduling meetings, and handling travel arrangements.
• Prepare and proofread correspondence, presentations, and reports for senior management.
• Coordinate meetings, agendas, and take minutes when necessary.
• Handle confidential information with discretion and professionalism.

Global Payroll Administration:

• Oversee payroll processing for employees across multiple countries, ensuring accuracy, timeliness, and compliance with local tax and labor laws.
• Work closely with finance and HR teams to gather payroll data, verify hours, benefits, deductions, and bonuses.
• Ensure all payroll documentation is accurate, processed on time, and aligns with each country’s specific payroll requirements.
• Address payroll inquiries and resolve discrepancies in a timely and professional manner.

Cash Auditing & Financial Controls:

• Conduct regular audits of cash transactions and cash flow across multiple business locations.
• Review financial records to ensure accuracy, identify discrepancies, and ensure compliance with internal controls and accounting standards.
• Verify the integrity of cash handling procedures, ensuring that all cash receipts and disbursements are properly documented and reconciled.
• Assist with bank reconciliations and cash flow forecasting, ensuring that cash balances are aligned with financial reporting.
• Report any irregularities or discrepancies in cash handling to senior management and assist in investigations or corrective actions.

Cross-Country Coordination:

• Collaborate with external payroll providers, accounting firms, and HR departments across various jurisdictions.
• Maintain awareness of regulatory changes in each country regarding employment law, tax regulations, and payroll processing.
• Coordinate and facilitate benefits administration for employees in different regions.
• Work with local HR teams to ensure that all payroll-related matters are compliant with local standards and regulations.

Administrative Support:

• Assist with general administrative tasks, including data entry, document management, and office coordination.
• Support recruitment efforts, including organizing interviews, onboarding, and maintaining employee records.
• Help organize company events, team-building, and employee welfare programs across multiple locations.

Reporting & Documentation:

• Generate reports related to payroll, cash flow, expenses, and budgeting for internal stakeholders.
• Maintain up-to-date records of payroll-related documentation, tax filings, employee compensation, benefits, and financial audits.
• Ensure that all financial transactions, especially related to cash, are properly recorded and reconciled.

Skills & Qualifications:

• Proven experience as an Executive Assistant, Administrative Assistant, or in a similar role.
• Strong knowledge of payroll systems and processes, especially in international contexts.
• Familiarity with employment laws and payroll regulations in multiple countries.
• Experience with cash management and auditing, with a strong understanding of internal financial controls.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint), payroll software, HRIS systems, and accounting tools.
• Excellent organizational and multitasking skills, with the ability to prioritize tasks effectively.
• High attention to detail, with the ability to handle confidential information with discretion.
• Exceptional verbal and written communication skills in English.
• Ability to work independently and as part of a global team across time zones.
• Bachelor’s degree or equivalent experience in Business Administration, Accounting, Finance, HR, or a related field.

Advantageous:

• Experience with global payroll systems (e.g., ADP, Workday, BambooHR, or similar).
• Familiarity with accounting software (Xero).
• Knowledge of global HR, finance, and audit best practices.

Job Type: Full-time

Pay: £42,000.00 per year

Benefits:

• Casual dress
• Discounted or free food
• Flexitime
• UK visa sponsorship

Schedule:

• Monday to Friday

Licence/Certification:

• Driving Licence (required)

Work Location: In person

Expected start date: 20/01/2025