Team Assistant

This is a fully remote position, open to applicants in Bulgaria.

📋 Description

• Oversee daily office operations, which include managing deliveries, front desk duties, and coordinating with visitors and service providers.

• Supervise office suppliers and contractors such as cleaning, maintenance, safety, and waste management services.

• Act as a liaison with the landlord regarding office-related issues.

• Track office supplies, stationery, and equipment, placing orders as necessary.

• Acquire office furniture and equipment on an as-needed basis.

• Maintain kitchen and communal areas, including ordering groceries and managing inventory levels.

• Ensure the availability of hygiene and restroom supplies.

• Process procurement requests through platforms like Amazon and others.

• Organize the packing, labeling, and shipping of samples.

• Oversee company car operations, covering maintenance, servicing, insurance, and refueling.

• Handle deliveries and resolve logistical issues with suppliers, including managing orders, returns, and replacements.

• Manage the procurement and distribution of SIM cards for employees.

• Collect and process invoices related to office operations and contracts.

• Upload and reconcile receipts in expense management systems such as Moss and Navan.

• Assist with bonus calculation processes for the sales team.

• Address bonus-related inquiries and reporting.

• Organize team events, including arranging hotels, travel, restaurants, and activities.

• Coordinate in-office events such as team lunches, client visits, and company gatherings.

• Support exhibitions and marketing events through logistics and materials management.

• Arrange business travel and accommodations for employees and executives.

• Facilitate the onboarding of new employees, including office orientation, access setup, and equipment coordination.

• Assist employees with office setup, which encompasses SIM cards, access cards, and keys.

• Provide continuous administrative and operational support.

• Aid with visa application processes.

• Deliver dedicated support to senior leadership, primarily to the Sales Director or at the executive level.

• Manage calendars, meetings, and scheduling.

• Coordinate travel, agendas, and communication with both internal and external stakeholders.

• Organize town halls, Q&A sessions, and executive communications.

• Undertake ad hoc administrative and strategic tasks.

⛳️ Requirements

• Strong organizational and time management abilities, with the capacity to manage multiple tasks concurrently.

• Exceptional written and verbal communication skills.

• Capability to work autonomously and take initiative.

• Keen attention to detail and robust problem-solving skills.

• Previous experience in office management, administration, or executive support.

• Familiarity with travel coordination, event planning, and vendor management is advantageous.

• Proficiency in Microsoft Office Suite, including Excel, Outlook, and Word.

• Experience with expense management systems like Moss and Navan is a plus.

• Ability to manage confidential information with discretion and professionalism.

• Strong interpersonal skills and the ability to collaborate with cross-functional teams.

• Fluent in English at a C1 level.

🏝️ Benefits

• Bavarian holidays