Executive Assistant - Vitoria-Gasteiz

Job summary

Responsibilities

• Executive & Administrative Support
• Prepare meeting agendas, attend meetings, and record minutes
• Manage calendars, appointments, travel arrangements, and accommodations for the executive team
• Complete credit card reconciliations and assist with expense reporting
• Manage email distribution lists and internal communication support
• General administrative duties including photocopying, correspondence, and ad hoc reporting

Facilities Coordination & Office Management

• Order and manage office, janitorial, and kitchen supplies (stationary, dairy, coffee, etc.)
• Oversee maintenance and cleanliness of office spaces (internal and external) across all locations
• Troubleshoot and resolve facilities-related issues
• Coordinate office layout changes, renovations, cubicle and office allocations
• Manage supplies for printers and mail machines
• Liaise with vendors; manage contracts, maintenance schedules, and negotiations
• Coordinate off-site storage and archiving
• Oversee Occupational Health & Safety (OH&S) Program as Safety Coordinator

Admin Team Leadership

• Lead and support the front office team including reception and mailroom functions
• Provide scheduling, holiday relief, and backup coverage for front desk
• Foster and support initiatives aligned with company culture and employee experience
• Plan and coordinate internal meetings, team socials, and employee engagement events
• Monitor and approve office-related expenditures
• Maintain a polished, professional presence and ensure high-level service for team members and guests
• Provide reception coverage as needed
• Additional duties and projects as assigned

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