Office Manager & Executive Assistance

  • Bucharest, Romania
  • Full-time
  • Department: Office Ops & EA

Company Description

About Tradeshift

Tradeshift is a unicorn in the fintech industry. We are disrupting a typically stagnant environment by connecting companies of all sizes and providing them with the platform and network needed to create value from old processes like procurement, invoicing, payments, and workflow. We recognize that business is both messy and social - two revelations that have driven the development of Tradeshift, a platform for all your business interactions. We work hard and our teams have great freedom and responsibility to choose the best solutions, technologies and approaches to evolve the product to the next level.

We believe that being a global, multicultural company is a tremendous strength and we have people working from 18 different countries with hubs in Bucharest, Copenhagen, Kuala Lumpur, and San Francisco. We believe that if we truly focus on how to work distributed and collaborate across locations and (home) offices, we will not only enjoy work more but also build better products for our customers, and ultimately be a better company. 

Job Description

Our Global Office Operations & Executive Assistance Team

The members of this team come from various backgrounds and geographies and we all thrive off challenging the status quo and providing top-notch service. We are the team that operates Tradeshift’s virtual and physical work environments, travel and executive assistance. We prioritize what Tradeshifters are surrounded by and experience every day, while considering local culture, needs, brand and business requirements. We strive to hire the best and brightest people, who excel in a cutting edge, collaborative, fast paced and always evolving environment.  We seek enthusiastic, friendly and skilled individuals to join our team who all thrive off challenging the status quo and providing top service. 

Role 

We are seeking a motivated and experienced colleague who excels in a cutting-edge, collaborative, fast-paced and always evolving environment who will be based at our state of the art Bucharest office facility.

In addition to office management and dealings and negotiations with landlord and suppliers, the role entails a degree of travel & expense administration as well as executive assistance to our ambitious, visionary and busy Senior Leadership Executives. 

 

What you will be doing:

  • Manage our office facility in Bucharest

  • Provide  travel, expenses and executive assistance

  • Support hybrid & remote employees globally

  • Manage relationships and negotiations with office vendors and suppliers

  • Provide exemplary customer service to guests, visitors and employees, and handle coordination of access and security codes accordingly.

  • Be present and greet employees and visitors at the office during business hours.

  • Facilitate and support business and social events.

  • Handle calls, voicemails, emails, mail and deliveries promptly and professionally.

  • Set the standard high in ensuring that all areas are clean, tidy and stocked at all times; making sure the office is presentable, functioning and well maintained. 

  • Handle logistics and requests for meeting rooms, work desks, food and beverages, etc. promptly.

  • Coordinate office space capacity and facility projects

  • Take the lead on local and global social Tradeshift events and activities on site and virtually

  • Drive projects relating to increasing office operations efficiency, making office improvements and saving costs.

  • Manage various administrative tasks, including the office budget and liaise with Finance in processing payments 

  • Oversee office related employee onboarding and offboarding

  • Conduct office shift-ons for new local and global employees

  • Manage swag inventory and storage

  • Supervise contractors

  • Assist with executive assistance

  • Assist with travel & expenses

  • Perform projects and requests as assigned by manager

Qualifications

  • You have  a minimum of 7 years of customer service experience

  • You have been an Office Manager at a rapidly growing startup or a manager in the hospitality industry

  • You are an organized, detail-oriented, confident, self-aware, self-starter 

  • You are fluent in English and Romanian, have strong communication & interpersonal skills and love interacting with people

  • You are able to work independently and self-manage your workload

  • You are a team player

  • You are flexible and welcome challenges and change

  • You are loyal and can maintain a high level of confidentiality

  • Your schedule is flexible to take calls with our international team on nights/weekends/unexpected hours when necessary

  • You have strong computer skills and experience with Google Suite

Additional Information

All your information will be kept confidential according to GDPR guidelines.

 

 

 

 

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