Executive Office Coordinator

THE POSITION

• Coordinate the smooth day-to-day running of the office, ensuring that facilities, services, supplies and the working environment are well maintained.
• Work closely with the Facilities team and other internal functions to anticipate office needs, resolve issues and maintain a high standard of service.
• Coordinate and support internal meetings, ensuring that all relevant arrangements, information, and follow-up are in place.
• Anticipate upcoming organisational and team needs, coordinating information, participants, logistics, and other preparations to ensure activities run smoothly.
• Coordinate administrative processes and follow up on deadlines, ensuring that relevant documentation and approvals are completed in a timely manner.
• Organise business meetings, dinners, and other engagements, managing the associated logistics and arrangements.
• Plan and coordinate divisional events and initiatives, working closely with internal stakeholders and external suppliers.
• Oversee event-related logistics and preparations, ensuring that requirements are anticipated and addressed efficiently.
• Manage corporate gifts and related materials, coordinating planning and preparation in line with the organisation’s calendar and key events.
• Monitor and control relevant expenses, ensuring that costs are tracked and managed appropriately.
• Identify opportunities to improve ways of working, office processes, and the overall working environment.
• Support ad-hoc projects and organisational priorities as required.
• Remain flexible and responsive to changing priorities, providing hands-on support in a fast-paced and dynamic international environment.

YOUR PROFILE

• Previous experience in office management, executive support, operations, event coordination, or a comparable role in a fast-paced environment.
• Experience working in an international organisation and coordinating with multiple teams and stakeholders would be an advantage.
• Experience in one or more of the following areas would be beneficial: office operations, logistics, event coordination or supplier management.
• Experience supporting senior stakeholders or interacting with high-profile guests would be an asset.
• Experience coordinating multiple priorities, deadlines, and activities simultaneously.
• Experience managing budgets, expenses, or other administrative processes is an advantage.
• Experience in the sports industry or another fast-paced, high-profile environment is an advantage.
• University degree or relevant professional qualification.
• Fluent in English.
• Proficiency in any other language – in particular Spanish - is an asset.
• Strong proficiency in MS Office (Outlook, Word, Excel, PowerPoint).
• Comfortable working with digital tools and systems used for meeting coordination, communication, travel, and event planning.
• Confident learning and adapting to new systems and technologies as required.
• Highly organised and proactive, with a strong ability to anticipate needs and take ownership from planning through to execution.
• Comfortable interacting with senior stakeholders and high-profile guests, with the professionalism, discretion, and tact required in a high-profile environment.
• Practical and hands-on, with the ability to move comfortably between administrative coordination, logistics, and event planning.
• Strong attention to detail, while maintaining an overview of multiple priorities and deadlines.
• Able to manage a varied and demanding workload, prioritise effectively and respond calmly and resourcefully to changing needs and unexpected situations.
• Strong communication and interpersonal skills, with a professional, friendly, and approachable manner.
• Diplomatic and culturally sensitive, with the ability to work effectively across different teams, functions, and levels of seniority.
• Trustworthy and discreet, with a high level of integrity and sound judgement.
• Comfortable working in a fast-paced, international, and dynamic environment.
• Flexible regarding working hours and willing to travel when required.

PERKS & BENEFITS

• Health and fitness: Regular football sessions for all abilities, plus on-site gym.
• Home office: Up to two days of home office per week if work permits and home office allowance for all.
• Language courses: Offered to all staff to aid personal and professional growth.
• Continuous learning: We care about your development and encourage internal mobility, offering a variety of training and education to help achieve it.
• Pension: Flexible pension benefits with generous employer contributions.
• Relocation assistance: A dedicated team will be on hand to support your relocation.
• Sustainability: We support all employees using public transport.
• Vacation: Maintain a healthy work/life balance with a generous vacation allowance.
• Volunteering: Make an impact beyond your regular role and bond with colleagues by volunteering with one of our partners.