Administrative Assistant

Responsibilities

• Oversee all administrative and office-related tasks relating to the office.
• Support various HR administration processes, including onboarding and offboarding.
• Manage the introduction plan for new employees across Europe.
• Maintain and update the EU Intranet. 
• Handle proforma invoices and cost approvals within the internal ERP system.
• Maintain time-tracking records and manage the absence management system.
• Process expenses for the Management Team.
• Coordinate travel arrangements for internal company visitors in Spain and EU. 
• Provide administrative support to other EU office locations.
• Manage visa requests and prepare invitation letters for visitors.
• Oversee office supply procurement and ensure adequate stock levels.
• Handle all Health & Safety-related matters for the Madrid office.
• Manage the annual administration department budget.
• Welcome and assist clients and visitors.
• Organize annual meetings and team-building events.
• Drive projects to improve internal processes and workflows.

Requirements

• Completed apprenticeship or commercial education in administration.
• Minimum of two years’ experience in a similar role within an international organization.
• Strong service orientation with the ability to prioritize and manage competing deadlines.
• Proficiency in handling complex organizational processes.
• High attention to detail, flexibility, and the ability to adapt quickly.
• Proactive, open-minded, agile, and highly motivated.
• Fluency in Spanish and English (written and spoken) is essential; additional languages are a plus

We offer you

• A dynamic environment with high responsibilities and independent working style
• The opportunity for professional development and growth in one of the most fast-growing industries
• An environment of open communication where all ideas and opinions are valued
• Collaboration with an international and diverse team from all over Europe
• Possibility for remote work
• Qualified training and support with our buddy system
• A detailed introduction to our product portfolio
• Competitive salary and a great bonus structure
• Attractive additional benefits that varies depending on the country