MOLINS | Imagine. Project. Build.
Step into an exciting opportunity with Molins, a solid and forward-thinking company with a rich history of innovation and growth. Here you’ll work alongside a team of passionate and enthusiastic professionals who foster a collaborative and supportive environment.
Imagine, project and build your own career, at Molins you’ll have the freedom to shape your own career path, continuously learning and evolving while contributing your expertise to meaningful projects. If you’re ready to make an impact and help build a better future, this is the place for you.
And speaking about the future, shall we talk about yours?
JOB DESCRIPTION
The Office Manager and Executive Assistant will play a pivotal role in ensuring the smooth and efficient operation of the Madrid office. This position places a strong emphasis on office management responsibilities, including overseeing daily operations, managing facilities, and supporting administrative functions. In addition, the role includes providing high-level executive support to members of the EXCOM. The ideal candidate will be proactive, detail-oriented, and capable of handling multiple tasks with efficiency and confidentiality.
KEY RESPONSIBILITIES
- Oversee the day-to-day operations of the office, ensuring a clean, efficient, and productive workspace.
- Maintain office supplies, equipment, and facilities, coordinating repairs and maintenance as needed.
- Manage office budgets, track expenses, and process invoices.
- Implement and improve office policies and procedures to optimize efficiency and productivity.
- Coordinate with vendors, service providers, and building management to ensure smooth office operations.
- Support onboarding and offboarding processes for employees, including workspace setup and access management.
- Ensure compliance with health and safety regulations and promote a positive office culture.
Executive Support:
- Manage executive calendars, schedule meetings, appointments, and travel arrangements.
- Prepare and organize materials for meetings, presentations, and conferences.
- Handle incoming and outgoing communications on behalf of executives, including emails, calls, and messages.
- Assist with the preparation and proofreading of documents, reports, and correspondences.
- In coordination with the CEO EA, support with the board members and meetings celebrated in Madrid.
Administrative Support:
- Act as the point of contact between the executives and internal/external stakeholders.
- Handle sensitive and confidential information with discretion and professionalism.
- Organize and maintain records, files, and databases.
- Conduct research and compile data for various projects and reports.
Event Coordination:
- Plan and coordinate company events, meetings, and conferences.
- Arrange logistics, catering, and accommodations for events as required.
- Assist with event preparation and follow-up tasks.
We are hiring a professional who meets the following requirements:
- Bachelor's degree in business administration or a related field (or equivalent experience).
- Proven experience as an office manager or executive assistant, preferably in a fast-paced environment.
- Proficient in using office software (e.g., Microsoft Office Suite, Google Workspace).
- Excellent communication skills, both written and verbal.
- Strong organizational and time management abilities.
- Ability to handle multiple tasks and prioritize effectively.
- Discretion and confidentiality when handling sensitive information.
- Problem-solving skills and a proactive approach to tasks.
- Knowledge of HR processes and practices (if HR support is included in the role).
- Adaptability and flexibility to accommodate changing priorities.
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