Executive Office Coordinator

hace 2 semanas


Barcelona, Barcelona, España Doctoralia España A tiempo completo
Job Summary

We are seeking an experienced Executive Office Coordinator to join our team in Barcelona. This dynamic role offers a unique opportunity to work with our Head of Finance and the Office Managers' group, prioritizing tasks, multitasking, and maintaining high standards.

Main Responsibilities
  • Coordinate and Support Events: Organize internal and external events, ensuring smooth execution and logistics.
  • Prepare Offsite Meetings: Oversee accommodations, on-site arrangements, and facilitate seamless team experiences.
  • Manage Visitor Access: Ensure temporary visitor access, parking, and transport for a smooth entry process.
  • Streamline Office Supplies: Lead partnerships for essential supplies and welcome packs, catering to team needs across departments.
  • Negotiate Service Contracts: Handle office-related provider contracts and optimize tariffs for cost-effectiveness.
  • Facilitate Internal Communication: Support efficient communication and document flow within the company.
  • Support New Hires: Collaborate with People Experience to ensure a smooth onboarding experience for new team members.
  • Handle External Contacts: Manage incoming communications via phone, mail, and visitor interactions.
  • Oversee Shipments and Travel: Organize shipments and coordinate domestic and international travel logistics.
  • Maintain Office Budgets and Policies: Optimize office expenses and ensure up-to-date policies and databases.
  • Manage Company Flat Maintenance: Ensure comfortable and functional accommodations for our team.
Requirements
  • 3+ years of relevant experience working as an Office Manager.
  • International exposure is a plus.
  • Ownership - managing end-to-end office processes, building relationships, improving processes, and thinking outside the box.
  • Great prioritization and attention to detail.
  • Great cross-team integration skills with different stakeholders.
  • Solid knowledge of Microsoft Office, especially Excel and Word.
  • Relevant experience with Travel perk or similar platforms is a strong plus.
  • Knowledge of Captio, Payhawk, or similar software is nice to have.
  • English level is high enough to communicate in an international environment.
  • Fluency in Spanish is required for daily tasks.
  • Polish language proficiency is a strong plus.
Benefits & Perks
  • Competitive salary (€45,000 - €60,000 per year) based on experience.


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