Administrative Assistant

PowerToFly; City of Edinburgh; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Pension

Vitality healthcare

Education sponsorship

Gym contribution

Cycle-to-work

Volunteer days

Job summary

Esri is seeking an experienced Administrative Assistant to join our Edinburgh UK office. You will support and empower our Software Development and Product Engineering teams by managing day‑to‑day office operations, coordinating information flow, and facilitating necessary approvals for a range of requests.

You’ll act as the first point of contact in Edinburgh, handle travel planning, onboarding and HR collaboration, and ensure data privacy and policy compliance.

Qualifications

• GCSEs in English and Maths or equivalent.
• At least two years in office management/administration in a multinational company.
• Excellent verbal and written communication in English.
• Must have current UK work authorisation.

Responsibilities

• Manage office operations, supplies, catering, and equipment to keep Edinburgh office productive.
• Interface with landlord and vendors; coordinate contracts and contractor work.
• Be the first point of contact in Edinburgh and ensure successful meetings.
• Handle inbound calls, travel planning, and general administrative support.
• Support HR onboarding, compliance, and data privacy efforts.
• Provide high-level admin support to development teams globally.
• Collaborate with European, Asian, and US administrative colleagues to align processes.
• Organise team-building and office morale events.

Skills

Communication skills

Time management

Organisational skills

Attention to detail

English proficiency

Customer service

Collaboration

Microsoft Office

Education

GCSEs in English and Maths

Bachelor's degree or equivalent commercial education

Tools

Excel

Word

Email systems

Job description

Overview

Join our dynamic team of administrative assistants, where independence meets collaboration, and where you’ll play a vital role in Esri Global’s UK offices. Bring your skills in communication, organisation, and attention to detail to support and empower our talented and innovative Software Development and Product Engineering teams as they grow and thrive. In this position, you will handle day-to-day office operations, gather and share relevant information, and facilitate necessary approvals for various requests.

Responsibilities

• Manage operations to make our office a great place to work by taking care of the office condition, supplies, catering, vending and equipment
• Interface with the local landlord and vendors, manage vendor procurement and vendor contracts, coordinate work of contractors for office maintenance and enhancements, and maintain office equipment in collaboration with Esri’s corporate, Global Operations Team
• Act as a first point of contact in our Edinburgh office and ensure successful meeting engagements
• Manage daily business administration, including answering and routing inbound calls, travel planning, and other administrative support
• Assist and collaborate with colleagues when necessary, and take on temporary projects within your expertise
• Coordinate with managers and Esri Information Security Technology teams on acquisition and distribution of employee computer hardware
• Provide orientation to new staff members
• Collaborate with HR to support employer administration, onboarding, as well as compliance and adherence to legal and office policies as needed
• Actively engage in data privacy management
• Provide high-level administrative support to development teams globally
• Serve as a collaborative partner with administrative staff located in Europe, Asia, and the Americas including staff in Esri’s headquarters in Redlands, CA
• Improve and implement sustainable business practices to ensure the financial health of the office and company as a whole
• Organise team building and office morale events and activities

Requirements

• GCSEs in English and Maths or equivalent
• At least two years of experience working in a similar position with office management, administrative, or assistant experience in a multinational company
• Effective time management skills with the ability to multi-task and follow-up on multiple projects, using both analytical and organisational skills
• Excellent verbal and written communication skills in English
• Ability to effectively collaborate virtually and in-person with different personalities, cultures, and belief systems
• Strong computer skills including usage of spreadsheet applications, word processing programs, and e‑mail systems
• Excellent customer service, relationship-building, negotiation, and influencing skills
• Flexible and adaptable to new challenges and opportunities, with the ability to think and work independently
• Must have current work authorisation in the United Kingdom

Recommended Qualifications

• Bachelor's degree or equivalent commercial education
• Knowledge of human resources policies and procedures
• Experience working with third party suppliers and facilities management

Who we are

Esri is a thriving and inclusive workplace. We take pride in our culture and recognise the value our people bring. We believe in creating a balanced and flexible work/life environment and invest in learning and development at all stages of an individual’s career.

• Competitive salary and benefits, which take into account many factors including but not limited to skill sets; experience and training; licensure and certifications; and other business and organisational needs
• An attractive location based full-time in our Edinburgh office. This location is a new development in the Quarter mile area in the heart of central Edinburgh, surrounded by many historic landmarks
• This location is well served by buses and in walking distance from two train stations
• A generous company bonus scheme based on company and personal achievements
• Pension, Vitality healthcare scheme, education sponsorship, gym contribution, cycle-to-work scheme, and Fire Warden/First Aiders Program. As a company, we believe in giving back wherever we can and therefore offer up to two paid days for volunteering opportunities

Our technology

Esri uses mapping technology to help our customers solve the world’s most complex challenges. Our passion for improving quality of life through geography is at the heart of everything we do. We support governments, universities, businesses and charities worldwide to save money, improve society, and protect our environment through a deeper understanding of the changing world around them.

#LI-SM1

#LI-Onsite

About Esri

At Esri, diversity is more than just a word on a map. When employees of different experiences, perspectives, backgrounds, and cultures come together, we are more innovative and ultimately a better place to work. We believe in having a diverse workforce that is unified under our mission of creating positive global change. We understand that diversity, equity, and inclusion is not a destination but an ongoing process. We are committed to the continuation of learning, growing, and changing our workplace so every employee can contribute to their life’s best work. Our commitment to these principles extends to the global communities we serve by creating positive change with GIS technology. For more information on Esri’s Racial Equity and Social Justice initiatives, please visit our website here.

If you don’t meet all of the preferred qualifications for this position, we encourage you to still apply!

Esri is an equal opportunity employer (EOE) and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law. If you need reasonable accommodation for any part of the employment process, please email [e-mail] and let us know the nature of your request and your contact information. Please note that only those inquiries concerning a request for reasonable accommodation will be responded to from this e‑mail address.

Esri Privacy Esri takes our responsibility to protect your privacy seriously. We are committed to respecting your privacy by providing transparency in how we acquire and use your information, giving you control of your information and preferences, and holding ourselves to the highest national and international standards, including CCPA and GDPR compliance.