Summary

This integral Executive Assistant role is a multi-faceted and critical administrative position. Reporting to the Office Manager, you will be responsible for supporting key members of our Regional Management Team. You will provide executive and administrative support to ensure the success of the business and be willing to go above and beyond, always being one step ahead and able to think on your feet. You will take ownership of tasks to ensure they are completed on time and to a high standard. You will have high attention to detail and a professional, proactive attitude. You’ll be able to work independently and collaboratively within a high-performing team of Administrators and Executive Assistants.

Management Support

Support key members of our Regional Management Team
Support visiting Executives and VP's

Duties and Responsibilities

The duties initially assigned include, but are not limited to:

Co-ordination of meetings, conference calls and video conferences with both internal & external stakeholders
Minute taking
Co-ordination of travel including visa documentation – Domestic and International
Preparing expense reconciliation
Preparing documents/presentations – formatting, printing, binding, arranging for execution and filing as needed
Support and role coverage with the ASG team – including but not limited to general administration, events, reception, travel and facilities
Other duties as required from time to time

Requirements and Skills

5+years of experience as an Executive or Administrative Assistant within a corporate environment
Ideal tertiary qualifications in Office / Business Administration
Ability to manage priorities proactively with exceptional attention to detail and an inherent desire to provide excellent customer service
Ability to work in a team environment
Advanced skills in Microsoft Office; Outlook and established applications
Skills in Workday, Confluence, Jira and/or Monday.com would be desirable

About InterSystems

Established in 1978, InterSystems provides innovative data solutions for organizations with critical information needs in the healthcare, finance, and logistics sectors and beyond. Our cloud-first data platforms solve interoperability, speed, and scalability problems for organizations around the globe. InterSystems also develops and supports data management in hospitals through the world’s most proven electronic medical record, as well as unified care records for health systems and governments through a powerful suite of healthcare data integration solutions. The company is committed to excellence through its award-winning, 24×7 support for customers and partners in more than 80 countries. Privately held and headquartered in Cambridge, Massachusetts, InterSystems has 25 offices worldwide. For more information, please visit InterSystems.com.

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DATA PROTECTION INFORMATION NOTICE 2024 *

This Data Protection Information Notice (“Notice”) applies to all job applicants of InterSystems Corporation, with its registered office at One Memorial Drive, Cambridge, MA 01242 USA, and its subsidiaries (“InterSystems” or “Data Controller” or “we,” “us,” or “our”), for the purposes of evaluating your suitability for the advertised position and possible employment with us (hereinafter, “application process”). This Notice covers the:

types of personal information provided by you to us throughout the application process (“your Data”),
purpose of processing (defined below) your Data,
individuals and/or entities with whom your Data may be shared,
transfer of your Data abroad (if at all),
retention period of your Data, and
the right(s) that you have in connection with your Data.

Being a global organisation, InterSystems is committed to safeguarding your Data and complying with applicable data protection, privacy, and security laws and legislations around the world including, but not limited to, the EU General Data Protection Regulation 2016/679 (the “GDPR”), GDPR as saved into UK law (the “UK GDPR”) (references in this Notice to GDPR also include UK GDPR), Data Protection Act 2018 (DPA) (UK), California Consumer Privacy Act (CCPA), The Privacy Act 1988 (Australia) including the Australian Privacy Principles (APP), The Privacy Act 1993 (New Zealand), Brazilian General Data Protection Law (LGPD), Law 19,628/1999 ‘on the protection of private life’ or Personal Data Protection Law (PDPL) (Chile), Personal Information Protection Law (PIPL) (China), Personal Data (Privacy) Ordinance Cap. 486 (Hong Kong), Information Technology Act 2000 read along with the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules 2011 (India), Act on Protection of Personal Information (APPI) (Japan), Saudi Arabia’s Personal Data Protection Law (PDPL) and its implementing Regulations (KSA), Personal Data Protection Law N° 29733 (PDPL) and its Regulation (Peru), Personal Data Protection Act 2012 and Amended Act 2020 (PDPA) (Singapore), Protection of Personal Information Act 4 of 2013 (POPIA) (South Africa), the new Swiss Federal Act on Data Protection (nFADP), Personal Data Protection Act (PDPA) (Thailand), the Federal Decree Law No. 45 of 2021 on Personal Data Protection (UAE), and other applicable privacy and data protection laws to the extent that they apply to InterSystems’ processing of your Data (collectively, “Data Protection Laws”). InterSystems is responsible for ensuring that it processes your Data in compliance with applicable Data Protection Laws.

For applicants in the United States, your Data is stored within the continental U.S.

For California residents, please see the CCPA section, for additional disclosures regarding the information we collect in our Privacy Statement at California-Consumer-Privacy-Rights.

Types of Personal Information We Collect (Your Data)

Your Data which InterSystems may process includes, but is not limited to:

Identification data – full name, gender, date of birth, photograph.
Contact details – home address, telephone number, email address, emergency contact.
Employment history – past/present job title/position, office location, performance & disciplinary records, employment references and corresponding contact information.
Assessment records – the results of the Professional Employment Test (PET), the Technical Employment Test (TET) (if applicable), and the Predictive Index (PI) assessment.
Background information – education, academic/professional qualifications, and your CV/résumé.
Immigration status – citizenship status related to any visa sponsorship, now or in the future, if at all.
EEOC data (voluntary) – only if you opt-in: sexual orientation, disability status, veteran status, and/or racial or ethnic origin.

Purpose(s) for Processing Your Data

Throughout the application process, your Data will be processed for recruitment purposes – mainly, to determine your qualifications for employment with InterSystems and to reach a hiring decision. Our recruitment purposes include:

setting up, conducting, and evaluating interviews,
administering employment tests for applicants,
assessing your skills and suitability for a particular role,
verifying your Data,
performing reference or (educational/professional) background checks (where applicable), and
generally managing the hiring process and communicating about it with you.

Such processing is carried out as necessary for the purposes of taking steps, at your request, as a data subject, prior to potentially entering into a contract, consistent with Data Protection Laws, in particular with regard to the solicitation, evaluation, and selection of applicants for employment.

Who We Share Your Data With

We take care to allow access to your Data only to those who require such access to perform their tasks and duties, and to third parties who have a legitimate business purpose or other lawful ground for accessing it. Whenever we permit a third party to access your Data, we implement appropriate measures to ensure your Data is used in a manner consistent with this Notice and that those parties are duly bound by confidentiality obligations or appointed as a Data Processor. Please note that the provision of your Data is not mandatory; however, without your Data we will not be able consider your application for the position.

Your Data will be shared with the relevant local InterSystems affiliate for the location of the position for which you have applied. In addition, your Data will be shared with Greenhouse Software, Inc., a cloud services provider located in the United States of America and engaged by InterSystems to help operate this site on behalf of InterSystems, as the Data Controller, to facilitate and support our recruitment and hiring process.

Europe Only

If you are a job applicant in the United Kingdom, European Economic Area, or Switzerland (collectively, “Europe”), our legal basis for processing your Data described above will rely on the following legal bases:

it is in our legitimate interest (which are not overridden by your rights, particularly taking into consideration the safeguards that we put in place);
we need your Data to perform a contract with you, i.e., to administer an employment or work relationship with us;
to comply with applicable immigration and/or employment laws and regulations;
we have your consent to do so. Where we have requested your consent to process your Data, you have the right to withdraw your consent at any time;
to protect your vital interests or those of another person; and/or
to protect the rights and interests of InterSystems, our employees, applicants, and others, as required and permitted by applicable law.

For further information on how we handle your Data, please see the Recipients, Transfer, Disclosure of Information [Your Data] section of the InterSystems Privacy Statement.

Transfer of Your Data Abroad [Non-USA Residents]

This section applies to all individuals located outside of the United States of America. Given that we operate at a global level, we may need to transfer your Data to countries other than the ones in which your Data was originally collected. If you are located outside of the United States, your Data will be transferred to the USA once you submit it through this site. When we transfer your Data to a different country, we take steps to ensure that your Data transfer complies with applicable Data Protection Laws. For example, when transferring Personal Data from Europe to a country outside of it, such as the United States, we have implemented safeguards by means of the European Commission’s Standard Contractual Clauses (SCCs) located at www.intersystems.com/ISCEUSCC or www.intersystems.com/ISCEUSCCP. Similarly, for job applicants from the United Kingdom, we have implemented the UK Information Commissioner’s Office International Data Transfer Agreement (IDTA) located at www.InterSystems.com/ISCUKIDTA.

Data Retention Periods

Your Data will be retained by InterSystems for only as long as it is necessary to evaluate your application for employment and our business operations; but in any case, no more than 1825 days, unless you provide consent by means of a Consent Extension Email (to be sent nearing the end of your applicable retention period).

Your Data Privacy Rights

For more information about your rights and how to exercise them under applicable Data Protection Laws, please see the InterSystems Privacy Statement as well as our Exercise Your Privacy Rights page. The rights found in the Privacy Statement can be exercised freely, at any time and without hindrance, by contacting the InterSystems Data Protection Officer at DPO@InterSystems.com.

More information about InterSystems’ Global Trust program and the data protection, privacy, and security protections and safeguards is available at www.InterSystems.com/GlobalTrust.

If you have any comments or questions about this Notice, you may contact us at any time at GlobalTrust@InterSystems.com.

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