Administrative Assistant - Application Form

Administrative Assistant

Application Form

WayMore.io’s mission is to keep businesses of all sizes and from all over the world connected with their clients throughout the customer journey.

Something that has been successfully achieved over the last 21 years, based on a true omnichannel approach, provided from CpaaS Routee.net backed up from the core infrastructures of AMD Telecom, on cutting-edge technology, advanced analytics, Campaign Manager for Ad Hoc, Big Data, Integration, AI and ML technology, and most importantly on our talented team!

What WayMore.io guarantees for its clients:

Less manual workload.
Less Intercommunication headache.
Reduction of digital marketing costs.
Increase of Up and cross-selling workflows (either manual or automated).

Of course, we couldn’t achieve all that without our people. They are the heart of our company and we are proud of the company culture we have built, reaching 200+ employees.

From the developers who craft our tools and the sales teams who close the deals, to the customer support reps who support it, WayMore brings an incredibly diverse mix of people together.

People with different backgrounds, nationalities, personalities, and diverse perspectives. Their unique viewpoints and experiences make us stronger and help us deliver all the right tools for every business's success.

We continue to grow and provide our customers with the best and highest quality solutions on the market!

Our people are committed to our values and work hard to make our vision a reality. They are goal-oriented and success-driven.

Do you see yourself in all this?

Are you passionate and curious?

Want to be part of our company’s culture?

What We Are Looking For?

Due to the continuous growth of our company and our great plans for moving forward, we are looking for an experienced Administrative Assistant to join our multinational team!

Main Responsibilities of the Administartive Assistant:

Manage diaries and organize meetings and appointments
Follow up on manager/executive of important tasks and deadlines
Perform various secretarials duties for Top Management
Produce reports, presentations and briefs to Top Management
Ensure all assigned administrative duties are carried on a timely and efficient way
Manage phone calls and correspondence (e-mail, letters, packages, couriers, etc.)
Implement and maintain procedures/administrative systems
Welcome new employees and visitors of the company
Monitor the main gate of the HQ building
Maintain office supplies inventory
Manage and coordinate the building maintenance
Organize travel and accommodation arrangements for business travels
Collaborate with Public Authorities for several company’s needs
Support the Legal/HRl Departments with secretarial or other tasks
Build alliances and partnerships with other organizations according to the company’s needs
Car Fleet management
Perform various tasks externally (visits to public authorities or making purchases)
Any miscellaneous tasks to support Top Management, which will vary according to the assigned project

You are about to submit your application for the position of Administrative Assistant.

Before you proceed with your application, please make sure you have read carefully the main responsibilities of the position.

We are also including a quick Questionnaire you will need to fill in in order for us to deep dive into your profile and get to know you better!

Application Date *

Your Name *

Your Phone Number *

Your Email *

Country of Residence *

LinkedIn Profile

Your CV *

Cover Letter (optional)

Please indicate your educational level *

High School

Certification / Diploma

Currently, a student in university

Bachelor

Master

PhD

Other :

Are you native speaker in the language of your country of residence? *

Yes

No

What is your level in English? *

Basic

Intermediary

Advanced

Proficient / semi-native

Native speaker

How many companies have you worked for in the last 5 years? *

1

2

3

4

5

5+

Are you currently employed? *

Yes

No

If yes, what is your warning period? *

No need

Up to 7 days

Between one to two weeks

Between two weeks to one month

More than one month

Have you completed, if any, your mandatory military service? *

Yes

No

Not applicable in my case

Do you own a car and drive it frequently? *

Yes

No

Would you agree to use your personal car for company purposes considering that you would be compensated for fuel expenses and any potential damage? *

Yes

No

What is your current salary ? (euros, monthly gross)

What are your salary expectations? (euros, monthly gross) *

A few more things about you

How many years of experience do you have in a similar position? *

0-2

3-4

5-6

7-9

10+ years

Do you have previous work experience with task management tools? *

Yes

No

Where do you log your everyday pending tasks?

In my mind

In a e-calendar

In an excel

In a written agenda

Do you have previous work experience in keeping meeting Agenda / notes? *

Yes

No

Where do you keep the notes of the meeting Agendas? *

In a note pad

In a word or excel file

In a google word or google sheet file

In my mind

Do you have any previous work experience in HR functions? *

Yes

No

Do you have any previous work experience in the Finance industry? *

Yes

No

Do you have previous work experience in projects related to legal field? *

Yes

No

Do you have any previous work experience in the Marketing field? *

Yes

No

Do you have any previous work experience in Customer Support Services? *

Yes

No

Do you have any previous work experience in Operations Department? *

Yes

No

Do you have any previous work experience in Construction Industry? *

Yes

No

Do you have any previous work experience in Sales Industry? *

Yes

No

How would you describe your relationship with technology? *

I am a tech savvy person

I can understand technology trends

I consider it a necessary evil

I am a traditional professional

Do you have any work experience in the usage of CRM systems? *

Yes

No

Do you have any work experience in managing office supplies? *

Yes

No

How would you describe your experience level in MS Office Suite? *

I am a proficient user

I work with MS Office suite on a daily basis

I consider it a necessary evil

I have hardly used MS Office Suite

From a scale 1 to 10 how would you rate your time-management skills? *

From a scale 1-10, how would you rate your ability to collaborate with other individuals? *

From a scale 1-10, how would you rate your ease to meet deadlines? *

How often is required to write/respond to a professional email at your current/last job? *

Daily

Every two days

Weekly

I didn't have to write any professional email

How do you cope with working under pressure? *

I can work under pressure

I don't feel comfortable working under pressure

I share the topics causing pressure with my manager as to give me guidance

I can't handle working under pressure

If needed, would you be able to conduct the flight check-in during several weekends in a month? *

Yes

No

If there is a deadline for a task of yours on Tuesday 9:00 and it's Monday 17:30 already, what would you do ? *

I switch the deadline for Wednesday.

I work until Monday 23:00 to deliver properly.

I work until Monday 20:30 and deliver something that will not be perfect, but It will be something.

I will ask a colleague of mine to help me, so we could pull that through together and finish earlier

I report to my upper management and ask for his/her input, so I could finish it sooner.

I report to upper management leader and ask for his/her input, on what should I do.

I would like to work late and finish my task but I would ask my manager permission to do so.

Would you be interested in attending training seminars(or E-Learning) related to your job field, on Saturdays twice per month for 3 months period, assuming that they were paid by the company and will be reimbursed with a minimum working period? *

Yes

No

Being a professional you should know that change is part of your job and Company's management team has reasons for making a change (e.g. changes considering procedures, management policies etc) as they have the whole picture of Company's situation or Department's issues.

How do you adjust to constant changes? *

I ignore them and continue working as I used to.

I step back and take a moment to create a plan to deal positively with those changes.

I discuss with my supervisor and suggest to him/her that there is no need for changes.

What is the first thing you do before making a decision on how to solve a problem? *

The decision is obvious; take action.

Gather relevant information and identify the alternatives.

Depends on the problem; I would ask my supervisor.

I would escalate it to my supervisors.

Your manager assigned to you the delivery of a report about the situation of company's vehicles. Your report isn't up to the company's standards and your manager criticizes you about the quality of it. How do you respond? *

As a professional, I do not allow others to criticize my work so I will protest to it.

I would feel sad and be disappointed about my abilities.

I will express my apologies for this and that I won't do it again.

I will try to learn from this criticism as to use this feedback for future reference.

I will defend myself because I did my best but the deadline was very tight.

A new colleague in your team has problems in accomplishing a task that you possess the knowledge how to do it. How do you react to this? *

It's better to let them find the solution by themselves as to be better professionals.

You wait until they ask you to help them and then you direct them to the respective bibliography.

You offer to help and stay more time at the office with them as to properly mentor them.

You explain that your own work load has priority so you check the following day if you have any available time slots to help.

Assuming that a coworker informs you that there is a water break in the company's kitchen. What would you do? *

I would inform my manager in order to handle it.

I would check the rest of the building in order to understand if it is a general or internal damage and depending on that I would act accordingly.

I wouldn't do something since it's not my concern.

I would call the plumber the company works with.

Assuming that you have booked airline tickets through a travel agency and while the time is 17.30 you realize that the agency has withheld the money and has not mailed the tickets yet. What do you do in this case? *

First, I would give feedback to my supervisor and then I would contact the agency to handle the situation.

I would call the agency immediately to handle the situation and wouldn't leave work until receiving the tickets.

I would leave work since it is the end of my shift.

Assuming that you are requested to buy something for the company from i.e. plaisio and bring it the next day. How would you organize your day? *

I would ask from a coworker that lives near the store to buy it for me.

I would arrange to buy it the next day before my shift and arrive at work on time.

The next morning I would go to work in order to take the company car and then drive through the store.

Assuming that arises an urgent company need for money withdrawal through a bank that is not reachable on foot. What would you do? *

I would ask from a coworker to undertake the task.

I would use the company car to drive to the nearest bank.

I would refuse to undertake the task since I don't drive.

Are you available to work overtime 3 days per week until 7:45 p.m.? *

Yes

No

In a team meeting, you notice that one of your colleagues seems distracted and disengaged. What do you do? *

Ignore it and continue with the meeting

Ask them if everything is okay and offer support

Make a note to check in with them later

You receive an email from a colleague who seems upset. They don't say anything directly, but their tone is curt and abrupt. What do you do? *

Ignore it and respond as usual

Respond in kind and match their tone

Ask if everything is okay and offer to help

You are working on a project with a team member who has been consistently missing deadlines. What do you do? *

Ignore the issue and hope they will improve

Confront them directly about their performance

Offer support and try to identify any obstacles that may be preventing them from meeting deadlines

You notice that one of your team members seems to be struggling with a particular task. What do you do? *

Assume they will figure it out eventually

Offer to help them with the task

Assign the task to someone else

A client contacts your company with a complaint. They are upset and emotional. What do you do? *

Brush off their complaint and move on to the next task

Listen actively to their concerns and offer to help resolve the issue

Tell them it's not your problem and transfer them to someone else

During a team meeting, you notice that one of your colleagues is struggling to understand a concept that the rest of the team seems to grasp easily. What do you do? *

Ignore the issue and continue with the meeting

Offer to explain the concept in more detail

Make a note to follow up with them later

You receive a task from your supervisor that you don't fully understand. What do you do? *

Try to complete the task to the best of your ability without asking for clarification

Ask your supervisor for more information or clarification

Ignore the task and hope it goes away

A colleague tells you that they are feeling overwhelmed and stressed. What do you do? *

Tell them to toughen up and get over it

Offer to help them with their workload

Ignore the issue and continue with your own work

You notice that a team member seems to be struggling with a personal issue that is affecting their work performance. What do you do? *

Ignore the issue and hope it goes away

Confront them about their performance

Offer support and resources to help them deal with the issue

During a team meeting, you notice that one of your colleagues is expressing an idea that seems to contradict what the rest of the team has been discussing. What do you do? *

Ignore their idea and move on

Challenge their idea and try to convince them to change their mind

Ask for more information and try to understand their perspective

During a meeting with a team, you notice one of the team members is repeatedly interrupting others while they are speaking. How would you respond? (Select all that apply)

Interrupt the team member and ask them to let others finish speaking

Make a mental note of the behavior and discuss it with the team member after the meeting

Redirect the conversation to ensure everyone has a chance to speak

Ignore the behavior and let the meeting continue as normal

You receive an email from a client that is written in a tone that seems unprofessional or impolite. How would you handle this situation? (Select all that apply)

Respond to the email with a similar tone

Ignore the tone and respond in a professional manner

Forward the email to your supervisor for assistance

Respond to the email and ask if there is anything you can do to help

During a one-to-one meeting with a colleague, you notice they seem upset or distracted. How would you approach this situation? (Select all that apply)

Ask if they are feeling okay or if there is something on their mind

Offer to help with any tasks or projects they may be struggling with

Continue with the meeting and ignore any signs of distress

End the meeting early and let them know you are available if they need to talk

You are leading a team project and one of the team members consistently misses deadlines. How would you handle this situation? (Select all that apply)

Confront the team member about their performance and warn them of possible consequences

Offer to help the team member with any tasks or issues they may be experiencing

Make a note of the behavior and discuss it with the team member in their next performance review

Assign the team member to different tasks or roles

During a team meeting, one of your team members seems to be zoning out or distracted. How would you handle this situation? (Select all that apply)

Ask if they need a break or if there is something on their mind

Continue with the meeting and ignore any signs of disengagement

Redirect the conversation to focus on the team member and their thoughts or ideas

Make a mental note of the behavior and check in with the team member after the meeting

You are tasked with training a new team member who seems to be struggling with the material. How would you handle this situation? (Select all that apply)

Offer additional resources or support to help the team member understand the material

Continue with the training and hope the team member improves

Make a note of the behavior and discuss it with the team member's supervisor

Assign the team member to different tasks or roles

Which of the following are signs that a coworker might be struggling with a task?

They ask for help multiple times

They have a frustrated tone of voice

They miss a deadline

They come in early and stay late to work on the task

When meeting with a new client, which of the following can help you better understand their needs?

Asking open-ended questions

Only talking about your company's strengths

Interrupting them to ask for clarification

Avoiding eye contact

Which of the following situations might indicate that a team member is feeling overwhelmed?

They take frequent breaks

They volunteer to take on extra work

They stay late at the office every day

They stop contributing to team discussions

Which of the following can help you anticipate potential problems before they occur?

Regularly reviewing project timelines

Ignoring feedback from team members

Focusing only on your individual tasks

Waiting for problems to arise before addressing them

When working on a project with multiple team members, which of the following can help you ensure everyone is on the same page?

Holding regular team meetings

Assigning tasks without discussing them

Not giving feedback on completed work

Only communicating through email

When working on a project, which of the following signals would indicate that a team member is struggling and needs support? Select all that apply.

Missed deadlines or incomplete tasks

Decreased communication or engagement

Asking for help or clarification

Demonstrating a lack of enthusiasm or interest

When communicating with colleagues, which of the following do you do to ensure that you have understood their message correctly? Select all that apply.

Paraphrasing what they said

Asking follow-up questions

Making assumptions based on your own experiences

Nodding in agreement without saying anything

When faced with a complex issue, which of the following steps do you typically take to ensure that you fully understand the problem? Select all that apply.

Breaking the issue down into smaller parts

Researching the topic or asking for additional information

Consulting with colleagues or subject matter experts

Jumping to conclusions based on initial assumptions

When faced with conflicting priorities or deadlines, which of the following do you do to manage your workload? Select all that apply.

Prioritizing tasks based on their urgency and importance

Asking for additional support or resources

Delaying or delegating tasks as needed

Ignoring certain tasks or responsibilities to focus on others

When reviewing a document or report, which of the following do you typically focus on to ensure that it meets quality standards? Select all that apply.

Formatting and organization

Spelling and grammar

Clarity and conciseness

Completeness and accuracy

When working with colleagues who have different communication styles or preferences, which of the following do you do to ensure effective communication? Select all that apply.

Adjusting your communication style to match theirs

Clarifying expectations and preferences up front

Ignoring their communication style and focusing on your own

Asking others to adjust their communication style to match yours

When faced with a difficult conversation or conflict, which of the following do you do to manage the situation? Select all that apply.

Listen actively and empathetically

Avoid the conversation altogether

Get defensive or emotional

Work to find common ground and compromise

And one last thing that is important to us!

How did you hear about us? *

Social Media (FB, Instagram etc)

Skywalker / Kariera sites

Glassdoor / Indeed

Company site

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By submitting this form, our HR Team will be notified about your application.

Should your skills and qualifications match the position's requirements, one of our team members will get back to you within the next few days.

Thank you for your application and we wish you good luck!