Executive Assisitant
Gaming Innovation Group, Spain
Job Description
As an integral team member, the Execitive Assistant plays a crucial role in supporting the Workplace Service Manager in executing local Marbella office responsibilities and coordinating travel arrangements. We seek an individual embarking on their business journey, eager to learn about office management, and capable of assisting the WPS Manager in project management.
The ideal candidate is highly organized, punctual, bilingual in English and Spanish, and motivated to contribute to team goals, ensuring optimal outcomes for our GiGsters.
Key responsibilities of this role include:
- Assisting the WPS Manager in coordinating travel reservations and arrangements for the team or individuals.
- Confirming availability, presenting tentative itineraries to travelers for approval, and finalizing reservations, distributing tickets, and confirmations.
- Researching optimal travel alternatives, gathering information from travel platforms, hotels, and similar service providers.
- Managing queues to ensure timely approvals and meeting deadlines.
- Investigating and resolving incorrect charges related to the entire travel program, cross-checking invoices with genuine travel transactions.
- Reviewing travel-related invoices and statements for accuracy, ensuring proper cost allocation for Accounts Payable.
- Providing regular reports to the finance team for budget control (forecast vs. actual).
- Verifying group reservation requests for accuracy against meeting/conference profiles.
- Identifying the most suitable and high-quality services with reasonable rates.
Additional day-to-day administrative duties include:
- Supporting the Workplace Service Manager in achieving operational excellence in Spanish offices.
- Maintaining an effective administration system, coordinating day-to-day maintenance and addressing requests from various departments/staff members.
- Serving as a point of contact for service providers/subcontractors such as cleaning, lunch, electricity, water, and storage.
- Handling induction training tasks, including signing forms, access cards, and parking.
- Assisting HR with onboarding/offboarding procedures for new joiners.
- Managing petty cash, Jira ticketing system, monitoring cleaning and supplies, ordering fruit, lunch, water, taxi bookings, couriers, ID tags, parking, and office access.
This multifaceted role requires a proactive and detail-oriented individual dedicated to achieving operational efficiency and supporting the overall success of the team.
Benefits
- Great career development opportunities
- Hybrid working model
- International Health Insurance
- Health and Wellbeing Package (350 EUR per year)
- Birthday Day Off
- Me Time - 1 day off per year
- Lunches in the office for free