Admin & Events Coordinator

As Admin and Events Coordinator you are responsible for company-level administration and events management.

You are responsible for managing a number of administrative tasks across the company including processing expenses for all employees, maintaining employee records (e.g. updating addresses on payroll software), company purchasing (such as swag items and laptops/phones for employees), and overseeing those employees who hold company credit cards to ensure records are accurate and reconciled correctly each month. You work closely with Human Made’s external bookkeeper at the end of each month and are responsible for setting up payments both internally (e.g. payroll and expenses) and also externally for certain suppliers. You are also the main point of contact for employees to ask admin related questions so you are required to regularly monitor for such messages and to respond in a timely manner.

Events Management at Human Made includes logistical planning for company retreats, end-of-year meals, and for conferences and events attended by a large number of employees such as WordCamp Europe. You will provide support to teams when they plan their meetups, including assisting with budget preparations and travel planning. You will manage the budgets for events that you organise, provide final financial data and reports to the Operations Team, and report back with actual costs company-wide after each event. You plan company retreats with the assistance of other members of the Operations Team conducting regular meetings as well as maintaining contact with external agencies involved in the planning, such as venues and suppliers. You are responsible for communicating progress to the rest of the company via written updates.

Alongside your primary role you are also the Personal Data Manager at Human Made which means you are responsible for compliance with the General Data Protection Regulation (GDPR) and any associated administration. This includes reviewing any documents that clients might present to Account Managers requiring signatures and also risk assessing sharing data externally by means of a data protection impact assessment (DPIA). In the event of a data breach you would be required to take appropriate action in a prompt manner.

Human Made is a remote company so you should have excellent written communication skills that enable you to work with a diverse group of people from around the world. You should be able to work in a self-directed manner, addressing problems as they come up, and identifying issues in your area of work and fixing them. You should be able to prioritise your tasks and be confident about speaking up to ask for help when you need it.

You should have good computer literacy, be comfortable word processing and using spreadsheets, and ideally have some knowledge of the company’s key tools (Slack, or other group chat, Trello, Google Docs, and WordPress). You will be expected to travel regularly to evaluate retreat locations and report back to the retreat team and partners.

Skills

  • Ability to produce budgets and run financial reports
  • Good computer literacy, including spreadsheet and word processing experience
  • Good research skills
  • Ability to manage the logistics of complex events
  • Excellent communication skills
  • Ability to work with diverse people with competing demands
  • Good attention to detail
  • Ability to prioritise your own work

Responsibilities

  • Planning the logistics for the annual company retreat, end of year dinners, and other company-wide events
  • Assisting teams in meetup planning
  • Providing financial reports to the operations team
  • Managing administrative tasks

Relationships

Reports to: CEO

Works with: Operations Team, Company