Senior Office Coordinator

hace 5 días

Barcelona, Barcelona, España Act Second A tiempo completo

At Act Second, we are dedicated to fostering a new generation of brand builders. Our team merges creativity with strategy, offering services in Brand Building, Content Creation, Brand Activations, Digital Experiences, and Business Operations & Strategy. We partner with both established companies and emerging brands, driven by innovation and strategic growth.

We are seeking an experienced and proactive Senior Office Coordinator to provide comprehensive administrative support to our senior executives, particularly the Founder & CEO. This role requires exceptional organizational skills, excellent communication abilities, and the capability to handle confidential information with discretion.

The ideal candidate will manage complex schedules, coordinate travel, oversee communications, and ensure seamless executive operations while fostering positive relationships internally and externally.

Key Responsibilities:

  • Schedule Management: Manage and maintain executives' calendars, including scheduling, confirming, and adjusting meetings. Anticipate conflicts and proactively adjust schedules.
  • Communications: Act as the primary liaison for internal and external communications on behalf of senior executives. Handle incoming and outgoing communications, including emails, phone calls, and written correspondence.
  • Travel Arrangements: Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries. Ensure travel arrangements are efficient and cost-effective, adhering to company policies.
  • Meeting & Event Coordination: Plan, organize, and facilitate meetings, including preparing agendas, taking minutes, and managing follow-ups. Coordinate special events and company functions, managing invitations, RSVPs, and event logistics.
  • Project & Task Management: Track project timelines, deadlines, and deliverables. Provide timely reminders and ensure task completion through consistent follow-up.
  • Document & File Management: Prepare reports, presentations, and other business documents. Maintain organized digital and physical records for easy access and retrieval.
  • Office & Administrative Management: Oversee office operations, including managing supplies, coordinating facilities support, and ensuring an efficient work environment. Support IT requests and ensure technical tools run smoothly.
  • Confidentiality & Discretion: Handle sensitive and confidential information with utmost discretion. Manage restricted access to executive information and secure communications.

Requirements:

  • Bachelor's degree or equivalent experience.
  • Minimum of 3-5 years of experience in executive administrative support, preferably in a fast-paced creative or marketing environment.
  • Strong proficiency in Google Workspace, Microsoft Office Suite, and project management tools (e.g., Asana, Notion).

Estimated Salary: €50,000 - €70,000 per annum, depending on experience.

Location: Barcelona, Spain.

Benefits:

  • Opportunity to have a meaningful impact in a high-growth company.
  • Work in a dynamic and collaborative international team committed to creativity and excellence.
  • A supportive and energetic work environment with opportunities for professional and personal development.
  • Competitive salary and benefits package.

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