Administrative Assistant (part-time)

As the Administrative Assistant and Office Manager at Qilimanjaro, you will be responsible for coordinating a wide range of administrative tasks, including managing contracts, maintaining documentation, and organizing both events and business trips. In addition, you will oversee daily office operations, including budget management, expense tracking, and ensuring that facilities, equipment, and employee needs are efficiently handled to support a smooth and productive work environment.

These are the specific responsibilities included in the Administrative Assistant role:

- Serve as the primary point of contact for administrative responsibilities, coordinating tasks with internal teams and external stakeholders to ensure smooth operations.

- Oversee the management of contracts and agreements, ensuring timely handling of document signatures, and maintaining an organized, efficient filing system for quick access and retrieval.

- Provide comprehensive support in preparing and submitting justifications and official documentation, while effectively coordinating daily tasks and duties with managers.

- Organize, store, and manage all fiscal and legal documentation, ensuring compliance with data protection regulations, and oversee the management of general emails and mailing lists.

- Ensure that all facilities and equipment are adequately insured and provide the necessary information for regulatory and compliance-related reporting.

- Compile, monitor, and manage all service contracts, addressing bureaucratic and administrative requests for official documentation in a timely manner.

- Plan and coordinate internal events, meetings, and business trips, handling all logistical arrangements to ensure smooth execution.

- Assist with managing day-to-day office visits, serving as the primary contact for addressing and resolving administrative or operational issues efficiently.

These are the specific responsibilities included in the Office Manager role:

- Oversee daily office operations, including reception duties, handling incoming supplies, and ensuring efficient front-office functions.

- Coordinate office management activities and act as the liaison between internal teams and external stakeholders to facilitate smooth communication and task execution.

- Monitor, track, and report on office budgets, ensuring adherence to company financial policies and procedures.

- Maintain and secure office facilities, ensuring they are safe, functional, and properly maintained to support a productive work environment.

- Manage internal merchandising efforts and ensure that employees have the necessary equipment and resources to perform their roles effectively.

- Organize business travel logistics, ensuring all travel arrangements are in place, and assist in onboarding new employees to ensure a smooth transition into the organization.

- Oversee office-related expenses, including insurance, supplies, and service contracts, to ensure cost-effective and timely procurement.

- Develop, implement, and enforce office policies and procedures, ensuring compliance with company standards and promoting operational efficiency.

- Coordinate logistics for internal events, ensuring optimal space utilization and resource availability to meet event needs.

- Implement and manage office technology solutions to enhance operational efficiency and streamline administrative tasks.

Proven experience in office management or related administrative roles, with a demonstrated ability to coordinate tasks, manage workflows, and interact effectively with stakeholders.

Expertise in overseeing contracts, managing document flows, and maintaining well-organized, efficient filing systems.

Strong ability to support management in the preparation, review, and submission of official documentation and justifications.

Proficiency in managing day-to-day office operations, troubleshooting administrative challenges, and ensuring smooth business functions.

Advanced proficiency in Google Workspace (Gmail, Calendar), Slack, and Notion, with the ability to quickly learn and adapt to new tools and software.

Full professional fluency in both Spanish and English, with excellent written and verbal communication skills in both languages.

Proactive, positive attitude with a strong capacity to handle multiple tasks and competing priorities in a fast-paced environment.

Offices: Carrer Veneçuela, 74, Barcelona, Spain.

Work schedule: On-site work, Monday to Friday. Flexible start time between 8-9h to 13h.