Office & Executive Assistant

Description

Job Summary: We are seeking an Office Manager and Executive Assistant to ensure operational excellence of the office and provide strategic support to senior leadership in a dynamic environment. Key Highlights: 1. Key role in office management and executive support 2. Coordination of events and onboarding of new employees 3. Collaborative and dynamic work environment * Permanent contract * Full-time * Hybrid (28108, Alcobendas, Madrid, Spain) * Human Resources **Job Mission** Ensure operational excellence of the office through proactive vendor management and strategic support to senior leadership, acting as the primary liaison to guarantee efficient workflow and an impeccable corporate image. **What responsibilities and tasks will you handle?** Office and Building Management * Facility Management Oversight: Coordinate building maintenance, cleaning, supplies, and security. * Vendor Relations: Negotiate and monitor contracts (catering, courier services, stationery, technical services). * Workplace Environment: Ensure the office is functional, organized, and reflects Gigas’ culture. Executive Support * Calendar Management: Coordinate complex meetings, leadership committees, and prioritize executives’ schedules. * Travel Logistics: Comprehensive organization of domestic and international travel (flights, hotels, visas, itineraries). * Materials Preparation: Support in preparing presentations, meeting minutes, and handling confidential documentation. Coordination and Events * Onboarding: Logistical coordination for new employee integration (workstations, access credentials, etc.). * Corporate Events: Organization of team meetings, internal events, and institutional visits. **Minimum Requirements** * Vocational Training Certificate (Intermediate or Advanced Level) in Executive Assistance, Administration and Finance, or Administrative Management. * Minimum 3\-5 years of experience in similar roles (Office Manager or Executive Assistant) within dynamic or technology-driven environments. * Expert proficiency in productivity tools (office software, collaborative platforms, expense management tools). * Proficiency in English. **Desired Competencies** * Customer service sensitivity toward external clients. * Attention to detail to minimize errors. * Project and task planning ability with strong organizational skills. * Sense of urgency. * Ability to anticipate problems before they arise. * Impeccable handling of sensitive information. * Problem-solving skills. * Teamwork. * Strong verbal and written communication skills. **What We Offer** * Permanent contract. * Compensation composed of fixed and variable components. * Office hours with flexibility in start and end times. * Hybrid work model (2 days remote, 3 days in-office). * Flexible Compensation Plan via Cobee. * Excellent work environment. * Permanent contract * Full-time * Hybrid (28108, Alcobendas, Madrid, Spain) * Human Resources