Office Events Admin Coordinator

Office Events Admin Coordinator
“Join the Global Digital and Tech Community at Nespresso”

The Nespresso story began with a simple but revolutionary idea: enable anyone to create the perfect cup of espresso coffee.
Since 1986, Nespresso has redefined and revolutionized the way millions of people enjoy their espresso coffee.
To grow our team in Barcelona, we are currently looking for a Office Events Admin Coordinator, a new role reporting to the Global Head of Digital Strategy and Expansion and working in partnership with the Global Head of Digital Technology and alongside key Global B2C & B2B channel and technology leaders and employees.

**Main Purpose of Job**:
The Office Events Admin Coordinator will be Responsible for providing comprehensive administrative support, overseeing office management activities, and serving as a Super User for relevant systems and processes. Support the office and facilities needs of all Nespresso Hub employees. Coordinate and execute high priority events, including executive visits, team events and positioning Nespresso Hub as a lighthouse within Nestle. Provide admin support to NN Hub Directors.

Their main responsibilities will include:
**Event Coordination**:

- Organize meetings for General Management/NN HUB meetings/workshops.
- Coordinate logistics and set up for external or internal workshops/events/seminars.
- Ensure smooth reception and installation of visitors, including managing entrance, meeting room setup, WiFi access, and catering arrangements.

**Admin Support Role**:

- Manage travel arrangements (flights, trains, hotels, etc.) and expense reporting for the Digital Head and Nespresso Hub population.
- Provide administrative support to Line Managers, including handling tickets, meeting room preparation, expenses, etc.
- Maintain Outlook Calendar for the Digital Head, scheduling appointments and updating relevant distribution lists.
- Assist with day-to-day administrative tasks for teams in NN Hub Barcelona.
- Ensure timely delivery of Gift Cards each month.

**Project Support**:

- Assist in coordinating and tracking cross-functional projects, ensuring deadlines are met.
- Collaborate with team members to improve project efficiency.

**Onboarding**:

- Ensure proper onboarding for new team members, including organizing travel arrangements and providing necessary tools (laptop, screen, etc.).
- Present company tools and rules during onboarding seminars and trainings.
- Deliver Welcome Packs to new joiners on time.
- Maintain accurate records, databases, and documentation.
- Generate reports and summaries to support decision-making processes.

**Super User Responsibilities**:

- Act as an Ambassador for S2P Solutions.
- Support the Purchase Requestor Community and provide 1st level support (questions, technical issues, escalation, etc.).
- Become proficient in relevant software and systems, offering troubleshooting and support.
- Provide training and guidance on system usage to team members.

**Site Management**:

- Serve as a single point of contact with NIM Facility Team to ensure the current layout aligns with Nespresso Hub Expansion.
- Regularly check desk occupancy and coordinate ordinary and extraordinary works.
- Continuously benchmark internal and external best practices to update current facilities.
- Provide inputs and data to stakeholders as needed.
- Coordinate procurement of office supplies and equipment, including coffee repositioning.

**Education And Skill Requirements**
- At least 5 years of experience as an assistant or office manager or in a similar role.
- International assistant experience is preferred.
- Proficiency in effective communication, clear reporting, and confident interaction with key stakeholders.
- Demonstrates ability to tackle new problems, learn new things, and develop contingency plans.
- Proactively initiates and contributes to continuous improvement efforts.
- Demonstrated ability to contribute positively to team spirit, culture and improved employee experience.