Administrative Assistant

For over a decade now, OpenNebula Systems has been leading the development of the European open source technology that helps organizations around the world to manage their corporate data centers and build their Enterprise Clouds.

If you want to join an established leader in the cloud infrastructure industry and the global open source community, keep reading, because you can now join a team of exceptionally passionate and talented colleagues whose mission is to help the world's leading enterprises to implement their next-generation edge and cloud strategies. We are hiring

Since 2019, and thanks to the support from the European Commission, OpenNebula Systems has been leading the edge computing innovation in Europe, investing heavily in research and open source development, and playing a key role in strategic EU initiatives such as the IPCEI-CIS and the “European Alliance for Industrial Data, Edge and Cloud”.

We are currently looking for an Administrative Assistant to come and join us in Europe as part of our new team developing the next generation management platform for the Cloud-Edge Computing Continuum.

The Administrative Assistant provides hands-on support across a variety of administrative tasks to ensure the smooth operation of OpenNebula Systems. This role is essential in maintaining efficient, organized, and high-performing administrative functions that align with the company’s policies and standards.

This versatile position involves close collaboration with the Administration Manager, offering comprehensive support to address the diverse needs of the organization. The Administrative Assistant will play a key role in managing tasks such as invoicing, budgeting, and reporting, as well as contributing to logistics, events, and the implementation of new processes to improve the department’s efficiency.

This role requires adaptability, strong organizational skills, and the ability to manage multiple tasks while maintaining attention to detail.

**What you will do**

Provide essential support to the Administration Department to ensure the effective management of internal operations and the smooth functioning of all company units. Your responsibilities will include:

- Assist with day-to-day administrative tasks to ensure seamless operations across all company units.
- Manage invoices, budgeting, and financial reporting in line with company standards.
- Maintain accurate records of all company transactions, including purchase and sales invoices, expense reports, payroll, and inventory management.
- Prepare and maintain reports and other essential documentation as needed.
- Coordinate with external advisors for the registration of accounting operations and monthly closures.
- Support the planning and execution of logistics for company events, such as meetings, conferences, or travel arrangements.
- Oversee procurement processes, including supplier orders and purchase management.
- Supervise travel expense reports and ensure compliance with company policies.
- Keep administrative documentation organized and up to date.
- Maintain an updated inventory of company assets assigned to employees.
- Identify opportunities for process improvements and assist in implementing them to enhance department efficiency.
- Provide general administrative support to the Administration Department and the Management Office as needed.

**What you will bring**
- Residency in the Madrid area is required, as this is a hybrid role with weekly in-office presence expected.
- Professional training or a degree in administration, finance, or accounting.
- A minimum of 3-5 years of experience working in administrative or finance-related roles.
- Knowledge of accounting, tax, and legal standards, as well as proficiency in file systems and document management.
- Experience using ERP accounting tools (preferably Holded or similar systems).
- Proficiency in office software such as Microsoft Office, Google Drive, and other administrative tools.
- Excellent written and verbal communication skills in English.
- Strong organizational skills with the ability to prioritize tasks and manage time effectively.
- Great attention to detail and the ability to maintain a high level of accuracy in work.
- Adaptability to changes and a willingness to learn new tools or processes.
- Commitment to confidentiality and the security of sensitive company information.
- Ability to work both independently and as part of a team.

**What's in it for me?**

Some of our benefits and perks vary depending on location and employment type, but we are proud to provide employees with the following:

- Competitive compensation package and flexible remuneration: Meals, Transport, Nursery/Childcare
- Customized workstation (macOS, Windows, Linux)
- Private health insurance
- Paid time off: Holidays, Personal Time, Sick Time, Parental leave
- Afternoon-off working day every friday and during summer
- Remote company with bright HQ centrally located in Madrid; offices in Bost