Administrative Assistant

**About Us**

USTO is part of the Travelopia group, which is one of the world’s leading specialist travel groups providing customers with a diverse range of unique travel experiences. This includes adventure travel, safaris, private jet and polar expeditions, tailor-made luxury holidays, yacht and river boat charter holidays, educational and sporting based school trips, corporate hospitality and sporting event fan travel. Private equity owned by KKR, Travelopia is headquartered in the UK with offices and marine bases all over the world.

USTO comprises two sister brands Europe Express and YMT Vacations, each providing decades of experience in custom independent and group travel for North American travelers throughout Europe and other popular destinations around the world. Together they are a $100 million+ revenue business, a significant and strategically important part of the $1billion+ Travelopia portfolio.

Established in 1990, Europe Express provides high-quality, custom travel to Europe for their North American clients. The company serves both private group and FIT leisure markets, working exclusively with travel advisors to book everything from air and rail to hotels and sightseeing tours. YMT is an industry-leading guided tour specialist for North American travelers. Since 1967, the company has offered affordable land, cruise, and river cruise tours to the most popular destinations around the world.

**Summary**:
The TSE Administrative Assistant will be responsible of assisting with the day-to-day operations of the TSE office by doing tasks such as filing paperwork, preparing documents, working closely and answering phone calls when needed.

The role will require an energetic person who has the confidence and determination to find the best possible pricing with hotels for our groups. The role will work closely with the Contract Managers and Product Managers and assisting them to contract specific products within different destination. The person is also responsible for all services contracted within their assigned countries/territories.

**What You Will Be Doing**:

- Responsible for collecting and organizing employee paperwork, such as employment contracts, benefits forms, sick leave, report of temporary relocations of employees abroad due to business travel.
- Providing to the Accounting department with all office invoices monthly and requesting payment when needed after receiving proper instructions and approvals
- Supporting Director with Occupational Risks Prevention documents for the employees and the office
- Purchasing products for the office and tracking deliveries
- Answering any office vendor inquiries and managing any changes
- Preparing and sending internal communications
- Preparing login and logout monthly report and administrating the office portal with any changes adjusting employee schedules and holidays
- Organizing workspaces, and providing assistance where needed
- Assisting visitors and scheduling meetings, organizing work events such work lunches, dinners and any other company events
- All other duties as assigned by Director

**What We Are Looking For**:

- In order to perform the job successfully, the individual should demonstrate the following competencies:_
- Detail oriented, ability to multi-task and work in a fast-paced environment
- Self-motivated, demonstrating the ability to work independently and as a team player
- Confident personality who enjoys engaging with people and relationship building
- Organised, demonstrating the ability to manage workload in an efficient and productive manner
- Dynamic & pro-active, focusing on solutions rather than problems, and demonstrating a “can do” attitude in the workplace
- Ability to work to tight deadlines and under pressure
- Adaptability

**Qualifications**:

- Confident and persuasive personality to manage all situations that may arise with office vendors
- Ability to communicate effectively and productively with external vendors and all levels of employees
- Proficient knowledge of MS Office products
- Fluency in Spanish or Catalan and English is required (verbal and written)
- Experience as Office Administrator is preferred
- Understanding of the local laws and regulations in Spain

**Working Location / Hours**:

- Job is based in Barcelona.
- Operational hours are Monday - Friday, 09:00 am - 6:00 pm

**What We Offer**:

- Job is based in Barcelona.
- Hybrid work schedule. 2-3 days in office located in central Barcelona.
- Operational hours are Monday - Friday, 09:00 am - 6:00 pm

**Home Office Requirements**:
High speed Internet

We believe people are happier and perform best when they are able to be their true self, and that diverse teams deliver better results.

Together we will cultivate a diverse, equitable and inclusive environment, where everyone can flourish. We are committed to driving change through increasing awareness of, and counteracting, unconscious bias; building an inclusive culture, and embracing diver