Executive Assistant and Workplace Experience at commercetools - 4-7 years, London, England, United Kingdom, undefined - FoundersAreHiring

Executive Assistant and Workplace Experience at commercetools - 4-7 years, London, England, United Kingdom, undefined - FoundersAreHiring

The Opportunity

Ready to help shape the future of a vibrant, globally connected office? We are looking for an energetic and proactive Executive Assistant & Workplace Experience Specialist to join our team in London. In this exciting role, you will 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.

Your Mission

Executive Assistant

Manage the CPOs 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 CPOs 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.

Workplace Experience

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.

What you need to succeed:

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.

Nice to have:

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