Workplace Experience Assistant

1 day ago

Central Singapore Aiven Full time

Aiven is a well-funded, fast-growing DBaaS company. With a recent valuation of $3B, we have become one of the tech world’s most recent unicorns. We offer the best of open-source databases, on multiple cloud platforms, with all-in pricing.
We love to operate our favorite tools at scale and empower our customers to do great work. Aiven is a very technical company with open source at our core. We publish open-source projects and actively support (with payment) our employees who want to participate in open-source projects beyond their daily work.

With offices in Helsinki, Berlin, Sydney and Boston, we have a virtual presence in Canada, the US, and several European countries.
With our rapidly growing business in APAC, we have an opening for a Work Experience Assistant to join our APAC team based in Singapore.This role will report to the Office Manager based in Sydney, Australia. The purpose of this position is to provide a positive workplace experience in the Aiven Singapore office for staff and guests and assist in providing remote administration support to the wider APAC team.

Key responsibilities & duties
- Create and maintain a welcoming workplace for staff and guests
- Greet and welcome new employees and guests - arrange access passes, welcome packs, conduct office tours
- Serve as the main point of contact for the Singapore office and also remotely for the Tokyo office, internally within Aiven and also externally with vendors and service providers - and cultivate those relationships
- Maintain office supplies - stationery, refreshments
- Create and maintain office inventory registers - equipment, keys, swag
- Organise internal events for the local teams - drinks, lunches, celebrations - in person and also remotely
- Assist in organising regional Aiven internal events in collaboration with other workplace experience team members
- Assist with travel arrangements via our travel management system
- Assist our people operations team with onboarding and offboarding new/exiting employees
- Assist the sales team with organising sales events

**Requirements**:

- Minimum 2 years experience in a similar role, preferably in a tech environment
- Experience working with remote teams and global colleagues
- Comfortable in taking ownership of jobs, creating new processes if no precedence already exists

**Skills**:

- Ability to work independently
- Good communication skills - written and verbal
- Good organisational skills - able to prioritise, meet deadlines
- Good people skills - able to ‘get on’ with and cultivate relationships with team members, managers, vendors, service providers
- Japanese language skills would be advantageous

**Benefits**:

- An agile working environment with short decision paths
- Compensation for open-source contributions made in your free time
- Flexible working hours, including remote work
- Choose the devices and tools that make you work the best
- Participation in employee stock option plan
- Office snacks, soft drinks, treats and fruits

Please note that benefits and perks may slightly differ depending on location.

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