Office Assistant
Permanent contract / Marbella, Spain
Sommet Education is a hospitality management and pastry & culinary arts education group of more than 1200 employees that is home to five leading brands: Glion Institute of Higher Education, Les Roches Global Hospitality Education, Ecole Ducasse, Invictus Group and the Indian School of Hospitality. Our headquarters are based in Lausanne, Switzerland, with additional hubs in Marbella, Spain (Accounting) and London, UK (Enrolment, Marketing and Digital).
You share our values: Development, Distinctiveness, Joint commitment, Openness and Sense of service.
Your profile
1. Entrepreneurial spirit, resourcefulness, and out-of-the-box thinking.
2. Solving problems in a highly analytic, structured, and strategic manner.
3. Enjoy organizing and coordinating.
4. Ability to anticipate needs of senior stakeholders.
5. Excellent communication skills on different management levels.
6. Open-minded and inclusive team player.
7. Ability to work comfortably and effectively in international settings.
8. Resilient, flexible and able to cope with ambiguity – to function well in a high-paced and at times stressful environment.
9. High comfort and proficiency with MS Office.
10. Strong relationship-builder and team player able to connect, partner, and work with our team leading the country units across Europe.
11. Must have working knowledge of desktop computer applications including Microsoft Excel (level advanced), word and powerpoint.
12. Must be self-starter, detail-oriented, ability to prioritize assignments and meet deadlines.
13. Fluent in Spanish and English, and French (no obligatory but an advantage).
14. Customer service and/or operations experience a plus.
Main responsibilities & tasks
15. Integral management of the office.
16. Supervision and coordination of suppliers of office supplies, cleaning service, communication services, etc.
17. Ensure the order and maintenance of workplaces, meeting rooms and other common spaces.
18. Support and manage the On Boardings of the new additions.
19. Attend, prepare and control visits in the office (customers, collaborators and suppliers).
20. Telephone support and email management.
21. Operational support to the different departments.
22. Perform archiving and organization of company documentation.
23. Management of agenda, meeting rooms, etc.
24. Process administrative and treasury procedures.
25. Management and organization of employees' business trips (train or plane tickets, accommodation, transport, catering...).
26. Serve as Asset manager of the building and its related queries that may arise.
27. Handling the events and communication of Sommet Spain activities (organization of events, newsletters, update of intranet, etc).
28. Manage travel arrangements for the team.
29. Act as Sommet Spain Business Continuity Manager.
Customer Service activities:
30. Creation and update of master data.
31. Contact with suppliers for different matters.
32. Maintenance and support with the Sommet Group ticketing tool.