Office Operations Manager & Executive Assistant

Our Guiding Stars are the values at the heart of our organization that drive everything we do. We are committed to creating meaningful change not only in our industry but also in the communities we engage with. If our Guiding Stars resonate with you, we encourage you to consider joining our team.

• Drive Results: We think big, work smart, and execute fast to transform the future of commerce
• Cultivate Belonging: We welcome diverse backgrounds and experiences, driving positive change through inclusion and teamwork
• Champion Customers: We go the extra mile for our customers to help them unlock their full potential
• Adapt Boldly: We’re curious and innovative, we take risks and grow from our failures

The Opportunity:

Ready to help shape the future of a vibrant, globally connected office? We’re looking for an energetic and proactive Office Operations Manager & Executive Assistant to join our team in Valencia! In this exciting role, you'll be at the heart of our dynamic workspace, ensuring everything runs smoothly, organizing engaging events, and nurturing a thriving office culture. You'll also support our Chief People Officer (CPO) with key administrative tasks, scheduling, and travel coordination, while collaborating with a diverse, international team across the US and Europe. If you're passionate about making a real impact and building something amazing, we’d love to have you on board!

This role offers a hybrid work environment with three days a week in our local office.

Your Mission:

Office Management:

• Serve as the main point of contact for all internal and external communications related to office operations, including ticketing via Jira
• Oversee visitor management, employee onboarding, and key administration for office access
• Ensure office efficiency by designing and implementing systems, optimizing layouts, and managing equipment procurement
• Manage office supplies, approve expenditures, and handle ordering and purchasing requests
• Liaise with building management and external vendors for maintenance, repairs, and upgrades
• Collaborate with the finance department to assist with budget preparation and expense tracking
• Coordinate travel arrangements and manage vendor communications, including negotiations
• Develop and enforce office policies and procedures to maintain a smooth and productive environment
• Work closely with Office Managers at other locations to ensure consistency and share best practices across the company
• Organize office events and coordinate catering to create a lively and engaging workspace

Executive Assistant Support:

• Manage the CPO’s complex calendar, scheduling meetings, appointments, and events with precision
• Coordinate both domestic and international travel, handling flights, accommodations, transportation, and detailed itineraries
• Oversee and prioritize the CPO’s inbox, ensuring timely responses and addressing urgent matters efficiently
• Act as a gatekeeper for internal and external communications, filtering and prioritizing information as necessary
• Organize and maintain confidential HR files and documents with care and discretion
• Assist in planning and organizing events, workshops, team-building activities, and company-wide initiatives
• Cultivate strong relationships with key stakeholders to facilitate smooth task coordination
• Handle various administrative tasks such as expense reports, document filing, and other day-to-day operations

What you need to succeed:

• 3-4 years of experience in administrative roles such as office assistant, receptionist, administrative coordinator, hotel industry, event management, or personal assistant
• Strong communication skills and ability to interact effectively with staff, vendors, and visitors
• Proven track record of managing multiple tasks, prioritizing work, and adapting to interruptions
• Experience organizing small events or meetings, such as team gatherings or client events
• Excellent problem-solving abilities, patience, and adaptability
• Ability to handle unexpected situations like technical issues or last-minute requests with a proactive approach

Nice to have:

• Familiarity with office technology (printers, phones, video conferencing tools) and software such as Google Workspace

We care about your growth and well-being

💰 Competitive Compensation Package: Generous compensation structure consisting of salary, a competitive stock option package, and various benefits and perks

☀️ Workation: Work up to 60 days per year in a country different from your home country, with 20 working days per trip

💻 Learning & Development Budget

📚 Academy: Regular training sessions, access to Coursera and Babbel training courses

🙌 Our Benefits: Check them out by office here

⌚️ Flexibility: Morning person or night owl? We believe in outcome and motivated employees

🚀 Mindset & Growth: A diverse workplace with an open, international culture, and learning environment

Come grow with us!

We are all different and that is what makes us stronger! We hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our company better.

commercetools celebrates being a diverse environment and is proud to be an equal opportunity employer. If your professional profile aligns with our specific hiring requirements and Guiding Stars, we encourage you to apply. We will assess your competencies, future potential, approach to learning and self-development and passion, and not your age, color, national origin, religion, gender, gender identity or expression, sexual orientation, familial status, genetics, or disability.