Title:  Office Administration Assistant

At JTI we celebrate differences, and everyone truly belongs. 46,000 people from all over the world are continuously building their unique success story with us. 83% of employees feel happy working at JTI.

To make a difference with us, all you need to do is bring your human best.

What will your story be? Apply now!  

Learn more: jti.com

     Office Administration Assistant

Purpose

This role is responsible for providing administrative support to the People & Culture (P&C) function, which includes, but is not limited to, expense reporting and submission, scheduling on-site and off-site meetings, coordinating special events, creating Purchase Requests (PR) and Purchase Orders (PO), and overseeing car fleet activities. Additionally, this role will handle all office administration tasks, including front desk support, mailing and carrier operations, and office supply and maintenance management.

This position offers the opportunity to gain knowledge and engage with various stakeholders in a dynamic work environment.

Responsibilities

Admin Support to People & Culture

• Assist with preparing reports, letters, spreadsheets, etc.
• Manage all P&C vendor administration, including PR/PO creation, and ensure accurate and timely invoice payments to vendors in compliance with JTI guidelines.
• Support the Administration and Car Fleet Manager with regular follow-ups and reports related to car fleet management and required EHS activities and reporting.

Meetings & Events

• Schedule videoconference, on-site, and off-site meetings, including sending invites, organizing catering, developing and distributing meeting agendas, and taking minutes, if necessary.
• Assist in organizing P&C, office, and company events.

Travel & Entertainment (T&E)

• Coordinate travel arrangements for the P&C team/events, including car services, flights, hotel reservations, etc.
• Research and coordinate logistics for P&C team events, including hotels, venues, and restaurants.
• Prepare and submit T&E expenses, as needed, in accordance with the Company’s Travel & Entertainment policy.

Office Management

• Track and order office supplies while ensuring all office equipment is functioning properly (e.g., coffee machines, copiers).
• Maintain and order kitchen supplies and equipment, including snacks, drinks, and coffee machine supplies.
• Ensure the cleanliness and maintenance of office premises at all times by coordinating with building management and the cleaning team.
• Maintain updated employee nameplates and create/disable office badges for new/exiting employees.
• Run and distribute monthly office access logs.

Front Desk Management

• Answer and direct incoming calls and greet visitors.
• Establish and maintain positive working relationships with external vendors.
• Handle correspondence and packages, including daily mail pick-up and distribution, processing mail delivery for dispatch, and coordinating information circulation across employees and entities as needed.

Requirements

We are looking for a dynamic, enthusiastic, and results-oriented individual with:

• 2-3 years of executive administration/assistance experience in a mid to large corporation.
• Experience working with GBS on various HR activities.
• Proficiency in Microsoft Office applications (PowerPoint, Excel, Word, Outlook).
• Ability to work independently and as part of a team, with proven cross-functional collaboration skills.
• Strong communication abilities across the organization.
• Demonstrated organizational, planning, and time management skills.
• Fluency in English.
• High integrity and a strong sense of responsibility.
• Demonstrated flexibility and adaptability.
• Proven ability to work effectively in a culturally diverse environment.
• Experience with HR systems (e.g., SAP, SuccessFactors) is advantageous.
• A Bachelor's degree or Diploma in Business Administration or Human Resources is a plus.

What to Expect

Expect wellbeing initiatives, flexible work arrangements, growth opportunities, and excellent benefits, including a unique family leave policy. For more details on local policies, please speak with the Talent Advisor.

Benefits

• Healthcare
• Dental + Vision
• Voluntary Benefits
• Paid Time Off
• Paid Family Leave Benefit
• Life Insurance
• Disability Insurance
• Tuition Assistance

Next Steps – Recruitment Process

Thank you for your interest in the role. You are welcome to apply.

If you have any questions, feel free to contact Maja Lenczewska – Recruiter (maja.lenczewska@jti.com).

Are you ready to join us? Build your success story at JTI. Apply now!

Next Steps:

After applying, if selected, please anticipate the following within 1-3 weeks of the job posting closure: Phone screening with Talent Advisor > Assessment tests > Interviews > Offer. Each step is eliminatory and may vary by role type.

At JTI, we strive to create a diverse and inclusive work environment. As an equal-opportunity employer, we welcome applicants from all backgrounds. If you need any specific support, alternative formats, or have other access requirements, please let us know.