Administrative Assistant

At Marvik, we’re looking for a proactive and detail-oriented Administrative Assistant to join our Admin & Finance team and help keep our day-to-day operations running smoothly.

You’ll support a variety of administrative processes, from expense tracking and purchasing to office management, employee onboarding, and travel coordination. We’re looking for someone organized, reliable, and comfortable using management systems and AI tools to improve the way we work.

Responsibilities

• Finance & Expense Management: Register and track company expenses and support monthly bank reconciliations.
• Employee Lifecycle: Support employee onboarding and offboarding processes.
• Purchasing & Vendor Management: Coordinate company purchases, from initial requests to execution, and manage relationships with vendors.
• Travel Coordination: Organize travel arrangements and logistics for team members.
• Office Management: Oversee office maintenance, supplies, and day-to-day operations to ensure a well-functioning work environment.
• Internal Events: Support the planning and coordination of company events and team initiatives.
• Process Improvement: Identify opportunities to streamline administrative workflows and leverage automation tools to improve efficiency.

Requirements

• Previous experience in administrative roles.
• Strong organizational skills, attention to detail, and follow-through.
• Ability to manage multiple priorities and keep tasks moving forward.
• Fluent English, both written and spoken.
• Good command of management systems and AI tools, such as Claude and ChatGPT.
• Discretion and professionalism when handling confidential information, including payroll, contracts, and employee data.
• A proactive, curious mindset and willingness to learn, grow, and take on additional responsibilities over time.