Administrative Assistant

THE FIRM

XTX Markets is a leading algorithmic trading company partnering with counterparties, exchanges and e-trading venues globally to provide liquidity in the Equity, FX, Fixed Income and Commodity markets. We provide consistent liquidity, helping market participants throughout the world obtain the best prices in the various assets classes we cover, regardless of changing market conditions.

At XTX Markets technology is our business and we are a diverse organisation which attracts outstanding talent from across all industry backgrounds. We are focused on teamwork and our people collaborate on all aspects of the business, working openly and with respect for each other, our clients and the market. Our culture is non-hierarchical and one where everyone is valued. We strive for excellence in everything we do.

THE ROLE

We are looking for an Administrative Assistant for our Armenia-based office in Yerevan to provide all-round support to the local team and assist our international HR, Admin and Legal team.

We are looking for a confident and proactive administrative specialist who will provide continuous and consistent support of routine tasks and be ready to address ad hoc e assignments in a professional and timely manner.

RESPONSIBILITIES

Office Management

  • Ensure the office is maintained to a high standard, both functionally and aesthetically. Being the ‘go to person’
  • Organise all office repairs/cleaning
  • Procure office food and supplies
  • Manage contractors and vendors, negotiate contracts and where necessary evaluate alternative providers
  • Work with customs and customs brokers to arrange clearance of office supplies delivered from abroad
  • Manage the office budget and the monthly expense reconciliation. Analyse and report costs on a regular basis
  • Organise local company events for employees
  • Work with the global office managers to ensure there is a uniformed approach with their offices and the London HQ

Accounting and legal

  • Ensure timely payment of incoming invoices, obtaining approvals from respective team members, tracking records of payments
  • Upload, export and track invoices via E-invoicing system
  • Coordinate review and approval of contracts by Legal team, arrange contract execution and records management
  • Assisting with ad-hoc assignments such as audit

HR and Recruitment

  • Schedule interviews for the candidates with local and global team members.
  • Relocation arrangements for new hires
  • Conduct new-hire onboarding: prepare workplace, ensure there is necessary equipment, coordinate IT set-up and set-up induction meetings with the team
  • Coordinate company’s participation in and attend recruitment events in Armenia and potentially in other countries

ATTRIBUTES & ESSENTIAL SKILLS

  • 1-3 years of experience in a comparable role
  • Proactive and confident at problem solving and multitasking
  • Sense of urgency and attention to detail
  • Strong written and verbal communication skills
  • Exceptional interpersonal skills/Ability to work with internal and external stakeholders
  • Managing a budget and developing supplier relationships
  • Highly organised and structured, taking a project management approach to work
  • Ability to work to strict timelines
  • Fluent English and Armenian
  • MS Office Suite

BENEFITS

  • Working in a collaborative and friendly culture in a diverse team of talented people from across all industry backgrounds
  • Wellness allowance
  • Extensive medical benefits
  • Personal accident and critical illness insurance
  • Various support for caregivers, including emergency dependent care
  • Catered meals in the office

APPLY HERE