Executive Assistant / Office Manager

Nuix creates innovative software that empowers organisations to simply and quickly find the truth from any data in a digital world. We are a passionate and talented team, delighting our customers with software that transforms data into actionable intelligence.

We collaborate to provide innovative solutions for more than 1,800 customers in over 72 countries. Our customers include many of the world’s top financial institutions, corporations and government departments, all major global regulatory agencies, leading security and law enforcement agencies, and all tier-one advisory firms and litigation support vendors.

About the Role

This role is a temporary contract, duration is approx. 5 months.

This role will be 4 days a week onsite in our Herndon office, with 1 day a week an option for quiet weeks. Our office hours when onsite are 9am - 5.30pm. There may be times that your presence will be needed in the office earlier and prior notice will be given.

As a Workplace Experience Manager (Executive Assistant/ Office Manager) you will play a pivotal role in shaping the work environment to be a thriving and positive space for all employees. You will provide high-level administrative support. From managing daily facilities operations to orchestrating engaging events, you will contribute to a workplace culture that fosters collaboration, innovation, and employee well-being.

Key Responsibilities

Support

• Support to the EVP and Direct Reports to ensure company goals and deliverables are being met.
• Manage EVP’s calendar, schedule meetings, set up in office and virtual meetings if needed.
• Draft and send communications for Nuix North America and/or EVP Americas
• Coordinate travel, flights, hotels, transportation etc.
• Manage and submit expense reports
• Maintain key documents, file, scan and distribute incoming mail, outgoing mail
• Provide administrative and office support i.e. spreadsheet and presentation creation
• Assist with drafting of key presentations and correspondence
• Organize and manage the North America Town Hall meetings
• Have a regular check in with other EA’s and OM’
• Serve as Notary (if applicable)
• Build and distribute monthly newsletter for Nuix North America
• Support the People and Culture Team and Sales team as needed

Reception:

• Manage the reception area to provide a warm and professional welcome to visitors and guests
• Coordinate visitor access, sign-ins, and pass distribution for a seamless experience.

Office Management:

• Manage front desk including receiving incoming packages
• Assist with new hire set up ensuring proper building access, distro lists, assigned desk, tour of our office on their first day.
• Coordinate catering, kitchen and office supplies, restocking, vendor delivery and management. (Weekly lunches)
• Ensure office and kitchen equipment is operational, service contracts renewed as necessary.
• Handle expense processing and invoice coordination for office spend
• Collect Equipment from Terminated Employees.
• Store, track and manage badges
• Be the POC for property management and distributing info to employees when needed
• Manage Fedex account ownership and dongle shipment

Social/Wellbeing Events and Coordination:

• Plan, coordinate and execute on social, well-being, team-building activities, workshops, celebrations, and updates (in person virtual) initiatives to enhance employee satisfaction and workplace culture.

Health & Safety Coordination:

• Ensure compliance with health and safety regulations, conducting regular risk assessments
• Coordinate emergency response plans and drills, keeping employees informed and prepared.

Skills, Knowledge and Expertise

• Ability to handle multiple tasks and priorities, executing with excellence at all times
• Ability to be 4 days a week onsite in our Herndon office, with 1 day a week an option for quiet weeks.
• Strong problem-solving skills (research, independent thinking, decision making, good judgment)
• Attention to detail to deliver high quality output
• Positive attitude, approachability, high ethics, integrity and confidentiality.
• A willingness to find a balance between best practice and a pragmatic approach, along with a desire to challenge the status quo and try new things.
• Confident team player, also able to work under own initiative.
• Ability to work well under pressure, resilient in the face of competing demands and conflict.
• Demonstrated analytical and critical thinking skills
• Commitment to work collaboratively & cross functionally in a global, matrixed structure.
• Previous experience working across varied time zones
• Experience with confidential information
• Knowledge and expertise in Health and Safety compliance
• Proven experience in an HR/Office Management team in an office environment

Nuix is on an incredible journey of transformation, aligning our strengths with our ambitions to pursue greater opportunities. To find out more about who we are and what we are doing, please visit our web page.

https://www.nuix.com/

As we expand our global team and extend our skills and expertise, we are unified as one Nuix team guided by our shared values.

Nuix Vision

Finding Truth in a Digital World.

Nuix Mission Statement

Nuix creates innovative software that empowers organizations to simply and quickly find the truth from any data in a digital world. We are a passionate and talented team, delighting our customers with software that transforms data into actionable intelligence.

Nuix Values

• TAKE OWNERSHIP
• RESILIENT
• UNAFRAID
• TEAM NUIX
• HERO OUR CUSTOMERS

We believe in these principles and seek to weave them into the fabric of our daily work at Nuix. In doing so, we co-create a dynamic and purposeful company culture that we can be proud of and want to belong to.