Administrative & HR Assistant

XTM Group is dedicated to delivering cutting-edge solutions in the field of translation management. Our mission is to help enterprises reach global markets more efficiently by creating, delivering, and supporting an industry-leading platform to automate and manage all aspects of the localization process.

Our culture emphasizes teamwork, collaboration, and a passion for language technology to better serve customers and employees. We are dedicated to creating a solution-oriented and inclusive environment where everyone feels valued and can contribute their best. Our core values guide their actions and are the foundation of our company culture, driving us to achieve the vision of being the leading Translation Management System for enterprises.

The Administrative & HR Assistant provides operational and administrative support to ensure efficient office management, HR coordination, and contract administration. This role plays a key support function across departments and helps maintain organized processes, documentation, and compliance workflows.

The ideal candidate is detail-oriented, organized, and comfortable handling confidential information.

This role can be part-time or reduced hours per week.

Responsibilities

• General Administrative Support
• Manage office administration and supplies
• Maintain organized electronic and physical filing systems
• Draft correspondence, letters, and basic documentation
• Maintain internal trackers (renewals, compliance, deadlines)
• Coordinate with external vendors and service providers
• Collect and organize office corporate credit card receipts and supporting documentation

HR Support

• Support our Talent Acquisition Partner with recruitment activities as needed
• Own the onboarding and offboarding process including documentation
• Coordinate employee benefits and insurance administration
• Support payroll data collection (non-accounting processing)
• Track probation periods, evaluations, and HR deadlines
• Support policy documentation and compliance filing
• Prepare and coordinate government subsidy and tax credit claims related to interns and student employment programs
• Maintain supporting documentation for internship grants and reimbursement programs

Qualifications

• Diploma or degree in Business Administration or related field
• 2+ years of experience in administrative or HR support role
• Strong organizational and documentation skills
• Excellent MS Office skills (Word, Excel, Outlook), Google Workspace 
• Ability to handle confidential information with discretion
• Strong communication skills

Key Competencies

• Attention to detail
• Time management and prioritization
• Professional communication
• Proactive mindset
• Structured and process-driven

What You Can Expect
Beyond a competitive salary, we offer a range of benefits designed to support your life and career, including:

• Professional development, with access to international opportunities and career advancement programs
• Continuous learning, powered by top-tier tools, training resources, and industry expertise

Benefits may vary by location — your Talent Partner will provide full details during the hiring process.

Everyone Belongs at XTM
At XTM, we design experiences that reflect and include the full spectrum of people we serve — and that begins with our own team. We're dedicated to building a workplace where inclusion isn’t just a value, but a daily practice. Here, you’ll find the support and encouragement to grow, succeed, and truly belong — no matter your background. Explore our Diversity & Inclusion page to see how we’re shaping a more inclusive future at XTM.

The Application Journey
When you apply, our Talent Acquisition team will carefully review your application. If your experience aligns with the role, we’ll be in touch to guide you through the next steps.

⚠️ Recruitment Alert: Please be aware of fraudulent recruitment activity. Only engage with XTM emails ending in @xtm-intl.com, xtm.ai and xtm.cloud OR transifex.com.

We’re also committed to accessibility and inclusive hiring. If you need accommodations at any stage of the process, please indicate this in your application or speak directly with the Talent Partner.