Executive Assistant & Office Manager

About fundcraft:

fundcraft is a fast-growing, tech-powered fund services provider, aiming to revolutionise the fund management industry through our proprietary platform. Our dedicated team of financial experts, lawyers, tech developers, and data scientists are fully committed to turning the organisation to a leading fund services firm, in Europe and beyond. The company was founded in 2020 and has been experiencing rapid growth, already employing more than 75 professionals in two countries.

About the role:

The Executive Assistant & Office Manager will manage the day-to-day business activities of the C-Suite, including providing strategic management of the C-Suite busy and complex schedule, coordinating meetings with internal and external contacts, preparing and tracking the C-Suite’s expenses and arranging complex travel. Moreover, the successful candidate will oversee the efficient functioning of the office environment, managing administrative tasks, organizing and coordinating office operations and procedures, and maintaining office supplies and equipment.

As the main point of reference, the Executive Assistant & Office Manager plays a pivotal role in supporting the C-Suite and liaising among staff members and external partners. This key support position requires the demonstration of discretion in handling confidential information and the application of significant independent judgment. Therefore, the Executive Assistant & Office Manager will:

• Support other members of the fundcraft leadership team with ad hoc administrative needs;
• Support day-to-day operations of the office; and
• Contribute to and lead special projects across various areas of the organization

This is a full-time position located in Girona, Spain, reporting to the Head of People & Culture.

Key Responsibilities:

Key Responsibilities:
Executive Support (60%)

• Organize and coordinate the C-Suite’s daily calendar—scheduling all appointments, coordinating logistics and handling events attendance.
• Manage and arrange travel for the C-Suite. Proactively consider needs related to calendar and travel arrangements.
• Track C-Suite’s expenses and prepare expense reports for reimbursement and billing.
• Write correspondence and other documents as requested by the C-Suite.
• Support the C-Suite by managing meeting preparations, conducting research, and handling organizational communication. Additionally, oversee scheduling and logistics for key internal events and efficiently triage incoming written communications for appropriate staff action.
• On behalf of C-Suite, provide essential support to fundcraft’s Board of Directors, including serving as key point of contact, coordinating meeting logistics, communications and materials.
• As appropriate, provide administrative support to other Executive Team members in terms of managing meeting logistics, making travel arrangements and coordinating schedules.
• Other administrative duties as needed.

Office Management (25%)

• Serve as the key point of contact for main office vendors, such as maintenance, mailing, supplies, equipment repair. Monitor office machines and systems, and problem-solve issues as needed.
• Monitor and maintain inventory of necessary kitchen, bathroom and office supplies; order supplies as needed to keep basic supplies stocked.
• Support on the implementation of office operations, policies and procedures.
• In partnership with the People & Culture Department, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.
• In collaboration with the People & Culture department, manage and update internal communication channels, ensuring a well informed and cohesive working environment.

Other Support (15%)

• Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
• Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR & Recruiting, Marketing, Corporate Development and Finance.

Must-Have Experience / Qualifications:

Must-Have Experience / Qualifications:

• At least 2 years’ experience in an administrative support role, preferably at the senior level. (Experience supporting executives is a must have)
• Excellent oral and written communication skills (English & Spanish, French is an asset)
• Good knowledge of Google workspace
• Strong commitment to the mission and goals of the organization

Preferred Qualifications:

• Senior administrative assistant support experience
• Knowledge of French

Skills & Behaviours:

• Aware of and able to navigate challenges of a startup
• Strong sense of initiative and a process-improvement mindset
• Execute and exhibit good judgment. High level of professionalism
• Highly flexible, creative problem solver, with a strong ability to multitask.
• Strong interpersonal skills.
• Execute and exhibit good judgment. High level of professionalism.
• Superb organizational and time-management skills.
• A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.
• High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.
• Stress resilience
• Good sense of humor

Preferred Qualifications:

Why Join Us:

• Join a culture that celebrates creativity and welcomes innovative, disruptive ideas, empowering you to make a real impact.
• Immerse yourself in a fast-paced, diverse workplace where you'll have the chance to collaborate and learn from specialists across various fields, fostering personal and professional growth.
• Embrace automation and seamless tech integration in your workflows, while our platform boosts operations through tech leverage, ensuring you stay ahead of the curve and updated with new technologies.
• Enjoy an attractive compensation package that recognizes your contributions and dedication to our shared success, rewarding you fairly for your hard work.
• Work in a comfortable, ergonomic environment within our spacious, modern offices located conveniently in the heart of Girona, just minutes away from the train station.

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