Executive Assistant and Workplace Experience, commercetools

• Robust experience in administrative roles such as executive assistant, office management, administrative coordinator, hotel industry, event management, or personal assistant
• Strong communication skills and the 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

Desirable

• We’re looking for an energetic and proactive Executive Assistant & Workplace Experience Specialist to join our team in London!
• In this exciting role, you'll support our Chief Product Officer (CPO) with key administrative tasks, scheduling, and travel coordination, while collaborating with a diverse, international team across the US and Europe
• As the CPO is the Executive Sponsor of our London office, you will also be at the heart of our dynamic workspace, ensuring everything runs smoothly, organizing engaging events, and nurturing a thriving office culture
• If you're passionate about making a real impact and building something amazing, we’d love to have you on board!
• Manage the CPO’s complex calendar, scheduling meetings, appointments, and events with precision
• Coordinate both domestic and international travel, handling flights, accommodation, 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 information 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
• Create a welcoming and inclusive office environment
• Oversee visitor management, employee onboarding, and administration for office access
• Ensure our office is equipped with supplies and equipment needed to support our hybrid workstyle
• Liaise with building management and external vendors for maintenance, repairs, and upgrades
• Working in collaboration with the global Workforce Experience team, develop and implement office policies and procedures to maintain a smooth and productive environment
• Work closely with Workplace Experience team members 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