Atlanta, US

Office Manager & EA

The Opportunity

At Featurespace, we strive to be the world’s best software company at protecting our customers and their customers from financial crime. We do that with personality, heart and professionalism, cultivating an innovative, fun and positive team atmosphere where everybody can contribute to solving our customer’s’ problems in new, innovative ways. We are always seeking to be the best at what we do and make our customers smile.

We are looking for a highly organised Office Manager & EA, to join our team in Atlanta. In this role you will:

« Ensure the Founder & leadership team are fully supported, and the Atlanta office have a comfortable, safe and enjoyable working environment with everything they need so they can focus on delivering our brilliant product to our customers.

This role will require someone to be in the office 5 days a week.

Day to Day

As a small company we hire people with a willingness to adapt to a variable role, so along with the key responsibilities below, we ask for ownership of any other duties as required.

Office Management:

  • Overseeing the general smooth running of the office space and the facilities
  • Ensuring the office promotes a positive and impressive visitor experience
  • Participating in Health & Safety committee and ensure that the office is compliant including correct fire regulations, trained fire wardens and first aiders within the office, ensuring the electricals are PAT tested and information regarding the H&S is current
  • Working with Building Management & Business Process to ensure relevant risk assessments have taken place at the right time
  • Managing control access to the building and ensure a secure environment
  • Liaising with Business Process & Compliance team on Business continuity planning and act as a point of contact/keyholder for the office in an emergency
  • Setting up, negotiating, and managing building contracts and ensure all are collated on SharePoint
  • Monthly meetings with relevant suppliers/Account Managers/Building Management for opportunity to share feedback

General office duties:

  • Providing an office tour on first day and set up desk with FS goodies, phone, laptop etc.
  • Participate in Inductions with office presentation (keep updated), with New starter email to be sent with relevant links
  • Acting as key contact for incoming phone enquiries and managing the phone answering procedure and out of hours messaging
  • Managing and maintenance of meeting rooms and schedules. Ensuring meeting room spaces are tidy and equipped with appropriate resources and all IT equipment is working correctly
  • Sending out Weekly office communication emails
  • Monitoring and ordering stationery/office equipment/ Business cards
  • Ensure IT equipment is setup for the company and US All Hands meetings
  • Sourcing and ordering Thursday lunches and Thursday Drinks for the office, as well as making sure the kitchen is fully stocked
  • Developing a quarterly comms piece from Business Support
  • Providing holiday and sickness cover for B.S Team as and when required

EA responsibilities:

  • Providing full diary management and executive support to the Founder, with adhoc support to other members of the US Leadership Team
  • Compiling expense reports

Travel:

  • Coordinating requests for the office, developing policy and ensuring our travel provider is effective
  • Ensure team members and visitors coming to the Atlanta office are welcomed and sent information packs on directions and local hotels, etc. These are to be recorded in the Atlanta office calendar.

Events & Marketing responsibilities:

  • Co-ordinating general office events – office socials, customer events, individual team events and ad hoc events
  • Finding and booking external venues for Meetings/offsites/kick offs/external meetings
  • Organising Featurespace US Customer party events with marketing department
  • Planning company social events such as the annual summer and Christmas party, with a pursuit of improving every year. To provide wash-up notes with actions for following year
  • OM’s to attend monthly meetings to discuss company merchandise and current stock levels, distribution to all offices, new ideas and events. To feed back to the business support group
Apply now
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About you

Must haves

  • Experience within an Office Management environment
  • Experience using IT systems, in particular Microsoft Office
  • Strong organisational skills
  • Excellent time management skills, ability to manage and prioritise personal workload.

Great to haves

  • Qualification in Office Administration
  • IOSH certified

Personal Qualities

As our Office Manager you will also need the following qualities:

  • Enthusiastic, with a can-do attitude
  • Great teamwork
  • Excellent attention to detail
  • Professional and Confidential
  • Willingness to go the extra mile
  • Ability to work under pressure and react quickly

And most importantly, a small-company attitude: willingness to adapt to a variable role and a great can-do attitude.

How to apply

If you think you’re a good fit for the role above, we would love to hear from you.

Fill out the short application form, upload your CV and one of the team will get back to you.

Please note: Applicants must be currently authorized to work in the United States for any employer – No sponsorship is available for this position

If you have any questions or queries regarding this role, or life at Featurespace, please contact [email protected]

Featurespace Job Application Privacy Notice

Featurespace Ltd., is committed to comply with the General Data Protection Legislation and any implementing legislation (the “Data Protection Legislation”) and will process your Personal Data in accordance with the Data Protection Legislation and information security legislation. Any capitalised terms used in this Privacy Notice shall be given the same definition as in the Data Protection Legislation.

This Privacy Notice sets out the basis on which Featurespace Ltd will process Personal Data relating to job applicants.

The Data Controller is Featurespace Ltd., 3rd Floor, Broers Building, Hauser Forum, 21 JJ Thomson Avenue, Cambridge CB3 0FA

Data refers to both Personal Data and Special Categories of Data. Your job application and the Personal Data held within it will be processed to assess your viability for the stated role. We may also process any information that you provide about your health, for the sole purpose of assessing whether any adjustments may need to be made to the recruitment process to accommodate you . If your application is unsuccessful, Featurespace will retain your Data for 24 months after the end of the recruitment process. Your Personal Data is processed in accordance with our legitimate interests of making sound recruitment decisions. You are under no obligation to provide us with your Personal Data. However without this, we cannot assess your job application. We will only process information about your health for the purpose of making reasonable adjustments to the recruitment process (if applicable), in accordance with our legal obligations. You have the following rights in relation to the processing of your Data: The right to be informed about how your Data is processed. You have the right to object to the processing of your Data based on our legitimate interests as outlined above. The right of access, to your Data and supplementary information relating to our use of your Data. In certain circumstances, we reserve the right to charge you for exercising this right. The right to rectification, if your Data is inaccurate or incomplete. In certain circumstances, the right to erasure, request the deletion of, or removal of, your Data. In certain circumstances, the right to restrict processing, block any further processing of your Data. We shall respond to any request made by you without delay and in any case within a month of your request. The right to complain to the Information Commissioner’s Office if you believe that your data protection/privacy rights have been breached. Your application will be submitted and stored on an application database (Greenhouse). Access to your Data on Greenhouse is limited to the relevant persons for your application- our internal recruiters, the hiring manager and interviewer(s). Your CV may be printed and shown to consulted decision makers, any physical copies will be securely and confidentially destroyed after a decision has been made on your application. Your CV is transferred to a third country, outside of the EEA, when it is processed by Greenhouse. Greenhouse meet the technical and organisational data security measures outlined in the GDPR Article 32, and are SOC2 Type II certified. We do not envisage that any decision will be taken about your application using automated means.

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