Office manager/ executive assistant

EXECUTIVE ASSISTANT:
• Agenda management, handling correspondence and calls' screening, expenses' notes and monthly reporting.
• On-site/off-site support to customer meetings, seminars, training courses and events.
• Meetings' preparation, including presentations and taking minutes.
• Calendar scheduling and travel organisation for the board of directors.
• Supporting all administrative matters of daily business and acting as the point of contact for all internal and external stakeholders.
OFFICE COORDINATOR FOR MADRID & BARCELONA OFFICES:
• Facilities' management, identifying and scheduling necessary refurbishments and maintenance.
• Negotiation and review of maintenance and utilities contracts.
• Responsible for company mobile phones, cars, health and life insurances.
• Ensuring respect of local and EU Health and Safety regulations.
• Responsible for employees' on-boarding and off-boarding, including induction, data processing and equipment requirements.
• Regular evaluation of existing and potential providers and facilities, to optimise company's investments and employees' satisfaction.
• HR administrative support to employees, including forms' processing, holidays and sick leave management.

• Administrative support, including internal memos, external correspondence and mailings.
• Receiving internal and external calls, redirecting to concerned departments if necessary.
• Facilities' maintenance supervision, including risk assessments.
• Coordination of internal and external meetings, visits, events and trainings.
• Travel assistance to Area Managers, including monthly expense reports, travel arrangements, Visa applications, accommodation and vehicle rentals.
• Purchase orders' and invoices' management.
• Suppliers' management, including contracts' negotiations & continuous assessment of existing offers and potential opportunities.