Office Manager

**Job Title**:Office Manager & Team Assistant
**Team**:Boost
**Contract**: Full-time
**Level**:Foundation
Please refer to our Capability Framework
**Salary**: Competitive for Not-for-profit organisation
**Location**: Valencia, Spain
**Start Date**:ASAP

**ABOUT US**

EIT Climate-KIC (Knowledge and Innovation Community) is Europe’s foremost climate innovation initiative, entrusted by the European Commission to catalyse transformation through innovation. Headquartered in Amsterdam, with circa 160 people distributed all over the EU, EIT Climate-KIC leads and orchestrates innovation with a community of more than 400. Together we conduct activities in 39 countries. We partner with cities, regions, governments and communities with the highest climate action ambition; providing the framework and expert support to holistically manage the complexity of climate change and deliver accelerated climate action.

EIT Climate-KIC operates as a not-for-profit platform working through public-private partnership, wielding both public and private funding. We consist of 3 Legal entities: a Dutch BV Holding company (for profit) with 14 branches in European jurisdictions, providing grant management, innovation orchestration services, and impact investment advisory owned by a Dutch-based foundation with charity status - Climate-KIC International Foundation - with subsidiaries in the UK.

**ABOUT THE ROLE**

The EIT Climate-KIC Boost Team has the responsibility for making it easy to work in our offices, finding meeting space, supporting people in times of workload peaks, bringing together teams of people or supporting travel arrangements for individuals, and managing our events (online & in person). The Boost Team ensures that in each of our locations will have a set of facilities ready for anyone at EIT Climate-KIC to use, and have a set of off-site and virtual locations, platforms, tools and vendors so we can run meetings and events easily, with trusted suppliers.

**Key Responsibilities**

The Boost Team is structured around four areas of responsibility:

- Office Management: to support local spaces, maintain a ‘front of house’ service, and ensure we have a set of local suppliers for office requirements, meeting space, events support, catering etc. When a team want to run an event, the Boost Team will have done the groundwork. As part of office management responsibility this role includes:

- Oversee smooth running of the Valencia office, in terms of office space needs, procurement, equipment and office supplies, all coherent with a zero-emissions, mínimal waste policy
- Meet and greet visitors at all levels of seniority
- Review and implement an effective health and safety policy for the Valencia office and colleagues working in Spain
- Deal with correspondence, complaints and queries
- Provide ICT support for shared equipment, individual computers and guests to ensure the smooth functioning of our digital infrastructure
- Implement and maintain procedures/office/administrative systems
- Produce documents, briefing papers, reports and presentations for the team
- Responsible for monitoring office expenditure and producing monthly reports on this; advise C staff on travel and available options that fit the appropriate budget framework and climate impact ambitions
- Ensure Valencia budgets are adhered to by reconciling accounts on a regular basis
- Team Meetings: Taking the strain out of organising a team meeting, the Boost Team will work with team leads to find space or work up the virtual support for a digital meeting, and set up the relevant tools, facilities and/or catering to fulfil the team’s needs.
- Events management: Externally focussed events need great venues and seamless logistics. The Boost Team work to ensure we have what we need in the places or on the platforms where we host events.
- High workload / project support: Some people will be carrying particularly high workloads, either because of their role, or for a particular part of the year. The Boost Team will support a limited number of people with diary management, travel booking etc.
- The team also covers processes such as C-Suite sign off, procurement support, working alongside the Community desk, Finance, HR and Tech teams, etc.

**Key Working Relationships**

The Boost Team works as a closely knit, self-directed, virtual team, part of our Enabling Services function and reporting to the Chief Operating Officer. The work of the team is extremely diverse and flexible and is overall in service of enabling the organisation to deliver its work efficiently and in style, by making sure that we have great offices, meetings and events (virtual and physical) - all organised with attention to our carbon footprint, and by supporting our colleagues who have the most pressing workloads to get their jobs done in times of need.

**ABOUT YOU**

You are passionate about making a critical contribution with your skills to EIT Climate-KIC’s mission of making a positiv