Office Assistant (Part-Time)

Black Swan Data is a leading provider of data, software, and consulting services for the consumer goods industry. Our technology uses AI and social data to power the insight and innovation capabilities of brands like PepsiCo, Molson Coors and Mars. 

 

We are a values-driven company that is committed to our employee’s wellbeing and growth. We believe that our people are our greatest asset, and we want to create an environment where they can thrive. 

 

The Role 

Responsible for the smooth running of the Budapest and Szeged office including the planning of monthly social and engagement initiatives, management of inventory, purchasing, supplies and postage. The office assistant plans, manages and implements procurement schedules to ensure office improvement project deadlines are met, maintaining the high standard of day-to-day operations, in harmony with Black Swan’s company culture and vision. Part time position with 4 hrs/day working time. 

 

Key Responsibilities: 

 

Finance 

• Responsible for the Office expense reports 
• Scan or send all receipts to main finance team 
• Maintaining an asset register of equipment ownership 
• Creating regular reports in Excel 
• Assist with supplier management & purchasing tasks 

 

Engagement  

• Responsible for planning engagement initiatives in the Hungarian hubs (monthly team builds, mid-year and end of year party)  
• Supporting with Global Engagement initiatives, such as communication with Hungarian team, contributing to the Global Engagement Calendar, attending Global Social committee meetings. 

 

Team assistance 

• Collecting and managing employee's needs & requests related to assets 
• Supporting the assignment and retrieving of equipment for joiners/leavers 
• Supporting with coordination, agenda and running of monthly Hungarian team meeting 

 

Office maintenance 

• Office Management 
• Contract out any renovations, order furniture updates as needed 
• Interact with landlord service needs  

 

Office Administration 

• Office Keys – building key fobs and access control  
• Responsibility for general office tidiness and coordination, management of cleaner  
• Checking the appearance of meeting rooms and communal areas throughout the day 
• Ordering all office supplies 
• Responsible for receiving deliveries and welcoming/ seeing to occasional visitors 
• Facilitating Travel and itineraries for visitors and Exec team 
• Responsible for all food and refreshments for the Budapest and Szeged office 
• Booking couriers, handling incoming and outgoing post 
• Restock all kitchens and staff drinks fridges – replenishing when needed 
• IT communication and coordination with IT vendor

  

What makes a Swan? 

We want people fanatical about creating innovative solutions inspired by data. We know Black Swan’s DNA is different, it’s what helps us find new perspectives on our clients’ problems. Working in a fast paced, energized environment, our bar is set high, and an ability to build long lasting partnerships both internally and externally is vital. 

We have made a difference at our core and that is embedded in our values. 

• We believe in long-term partnerships through transparency and honesty. 
• We believe in leaving the world in a better place than we found it. 
• We believe anyone can achieve great things. We do not put people in boxes. 
• We listen more than we talk. 
• We think 10% crazy is just about right! 

• Most importantly, and because you spend 60% of your waking time at work, we believe you should enjoy it. 

  

What We Offer? 

Hybrid Working – Required to be in office 2 days a week (Thursday being our Anchor Day) and more when/ if required. 

Career Development - At Black Swan, we prioritise your development. We break new ground daily - and that provides every Swan with the opportunity to build career-defining skills and experience.  

Working environment - Because you spend 60% of your time at work, we try to make it enjoyable! You will benefit from our global benefits: Share options, staff referral scheme, wellness day, development day, flexible working, internal and online training initiatives, volunteering opportunities at whiteswan.org.uk, birthday half day, social events, and a flexible leave policy. 

Exciting Clients and Projects - We work with some of the world’s most pioneering CPG brands, and operate at the cutting-edge of our industry, solving our clients' problems with technology. 

Talented Teams - We employ the best talent in the market – as a Swan you will be exposed to highly skilled and multi-disciplined teams across 3 continents.   

We want to positively change the future through technology and the power of prediction. How about you?