The Team Assistant and Receptionist provides all the necessary organizational and administrative support to Spaceopal.
Acting as the central administrative and organizational point of contact for the company he/she is responsible for:
- Reception Management and guest book keeping, coordination and management of meetings, incl. catering and formal access procedures
- Organisational preparation and follow-up of appointments, meetings and agendas of the Management Team
- Registration of staff members for various site access requests
- Support to the SPO team on administrative processes, e.g. keeping track of team availabilities, business contact details, managing signature folders, contact lists, organizational charts, ordering and managing of office supply etc.
- Travel arrangements including coordinating expense reports, budgeting and reporting
- Communication with internal and external stakeholders, managing incoming and outgoing communications, e.g. providing all secretarial support activities related to the preparation, exchange, follow up and archiving
- Office Maintenance Management, e.g. supervision of cleaning company, support to the team to maintain kitchen and meeting rooms
- Support on reception of goods and their registration
- Support in preparation of presentations and documents
- All Office Management tasks performed in compliance with the GDPR
- Setting up and optimising of internal processes incl. documentation, taking proactive steps to ensure that best practice and coordination is seamless across all interfaces
- Feel-Good-Management
- Special projects
Additional tasks:
· Deputy Documentalist on demand
· Back up for supporting the Spaceopal Project Office for documentation configuration, transmission and reception activities, contributing to ensure that the team is working with accurate and updated information