Administrative Assistant

At Orbis, everything we do exists to find alpha, investment value the market has overlooked. Technology is central to that work and we are seeking an experienced Administrative Assistant to help our global Technology team operate effectively. You will be based in our London office and primarily focused on supporting our UK colleagues.

As part of a team of three administrators, you will provide proactive, reliable support to our Technology teams. You will thrive if you enjoy variety, adapt confidently to changing priorities and take pride in supporting your colleagues. Thinking ahead, building strong relationships, taking ownership and getting the details right will be key to your success at Orbis.

Alongside your day-to-day administrative responsibilities, you will have opportunities to broaden your skills through procurement work and ad hoc projects, taking on more ownership as your experience grows. You will also help shape how we work, including exploring practical ways to use AI to streamline processes and reduce repetitive tasks.

Why Orbis?

·        Culture. We are committed to our Core Values. We encourage intellectual curiosity and individualism as well as collaboration across different areas of the business. We seek to hear our people’s voices – whether quiet or loud. Sharing ideas and challenging the status quo are commonplace.

·        Autonomy. While guidance and support are provided, team members own their work and projects.

·        Growth opportunities. We support our people in continuous learning and development.

·        Agile environment. We are committed to providing a work environment that balances the needs of our clients; the needs of our teams; and the personal needs, commitments, and interests of our people.

·        Philanthropy. Our people can contribute to society in a unique and personal way, through various philanthropy opportunities and programmes.

What will your responsibilities be?

Our administrators contribute in many ways to keeping the Technology team running effectively. The responsibilities below reflect the main areas of support, but the role will evolve as needs change, with opportunities to learn and take on new tasks and projects.

·        Team and calendar coordination. Support colleagues across Technology by understanding priorities, arranging meetings across time zones, managing recurring series, booking rooms and resolving scheduling clashes proactively.

·        Events. Help plan and coordinate team events, offsites and other gatherings, including venues, bookings, communications and arrangements on the day.

·        Recruitment administration. Support hiring managers with job postings, recruitment records, interview scheduling and candidate communications, ensuring a professional and well-organised experience.

·        Travel and expenses. Organise travel, accommodation and itineraries, including visa arrangements where needed, and support expense administration.

·        Onboarding. Coordinate administrative arrangements for colleagues joining the team to ensure a welcoming, smooth onboarding experience.

·        Procurement administration. Obtain quotes, raise purchase orders, maintain purchasing records and follow up on orders and invoices. Work with IT Support to coordinate hardware orders and deliveries, with opportunities to cross-train with the Procurement team and develop broader procurement skills.

·        Process improvement and projects. Identify gaps and suggest practical improvements to administrative processes, including opportunities to use AI. Contribute to team initiatives and ad-hoc projects as required, taking ownership of tasks and following through on agreed actions.

·        Reception cover. Provide reception cover when required, welcoming visitors and supporting the smooth running of the London office.

About you

·        Substantial experience in a team assistant or administrative role, with a track record of supporting busy teams and managing competing priorities independently. Experience in, or a willingness to learn, recruitment administration and purchasing processes.

·        A strong team player who builds positive working relationships, shares knowledge and supports colleagues. You take responsibility for the team’s collective success and help set and maintain high standards of service.

·        A self-starter who anticipates needs and potential issues and takes action before being asked. You move comfortably between routine administration and more involved coordination work.

·        Exceptional organisational and prioritisation skills: you plan ahead, track deadlines, hold others to account and follow tasks through to completion. You adapt to changing priorities, communicate delays or issues promptly and have the confidence to push back where needed.

·        Strong attention to detail, checking work thoroughly across tasks of all sizes.

·        Sound judgement and discretion when handling confidential employee, candidate and commercial information, recognising when to seek guidance.

·        Clear written and verbal communication skills, communicating effectively and professionally with internal and external stakeholders at all levels and tailoring your approach to the audience.

·        Resilient and self-aware, with a desire to invest in continuous learning and development.

·        An interest in developing project management skills, or experience coordinating projects, with the opportunity to take ownership of ad hoc projects over time.

·        Confidence using Microsoft 365, particularly Outlook, Excel, Word and PowerPoint. A willingness to learn new systems and technology and financial terminology.

·        Enthusiasm for using AI in your day-to-day work, with a proactive approach to learning new tools, testing practical applications and sharing improvements with colleagues.

Instructions for application

Please submit your resume, cover letter and transcripts (all post-secondary; unofficial accepted).

The Company

We are a global firm with offices across eight countries, over 400 employees and more than $50 billion in assets under management. But those numbers don’t define Orbis.  It’s our values, how we do things day-by-day, and how we add value for our clients that define us. Our investment philosophy is fundamental, long-term and contrarian. As contrarian investors, we aim to take a different perspective, and this filters into everything we do. To invest differently, you need to think differently. This is encouraged by having teams of people with different backgrounds, experiences and ways of thinking. Find out more about us at www.orbis.com.