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Office Coordinator

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Haleon

1mo ago

  • Job
    Full-time
    Mid & Senior Level
  • People, HR & Administration
    Facilities Management
  • Madrid
  • Quick Apply

AI generated summary

  • You need English proficiency, native-level Spanish, strong communication and organizational skills, advanced IT skills, problem-solving ability, and a proactive approach while maintaining confidentiality.
  • You will manage the GM's schedule, organize meetings and travel, handle expense reports, support translations, coordinate events, oversee office logistics, and ensure compliance with EHS activities.

Requirements

  • English – Profiency & Spanish – mother tongue / full proficiency.
  • Able to work at pace, navigate complexity and solve problems.
  • Able to build high quality, high impact relationships.
  • Excellent communication skills with senior stakeholders’ awareness of interdepartmental relationships and ways of working.
  • Proactive, anticipating needs and requirements, with no prompting or guidance.
  • Confidentiality, recognising the level of stakeholder interaction within the role.
  • Competent IT skills including advanced Microsoft Office application usage.
  • Strong organisational and administration skills.
  • Ability to prioritise workload, working with tight deadlines whilst maintaining an excellent eye for detail.

Responsibilities

  • Keeps and updates the GM agenda.
  • Organizes meetings and travel arrangements for GM and regional guests, setting up meeting details.
  • Completes and submits to accounting the monthly GM expense report.
  • Supports with translations and necessary presentations.
  • Supports with logistics for area or regional visits in the local market, as well as takes care on internal events such as Town Halls.
  • Organizes recurrent events: annual conference, Christmas event, brand launches, quarterly celebrations, cycle meetings.
  • Oversees the office space functionalities.
  • Is responsible for any (re)arrangements/necessities in the office space, dialling with the landlords.
  • Supports the internal communication of announcements and general updates, related to office news, events or specific campaigns.
  • Supports the EHS activities, to make sure the company comply with the mandatory frame.

FAQs

What is the primary role of the Office Coordinator?

The primary role of the Office Coordinator is to support the General Manager of Spain and supervise various office activities to maintain a pleasant work environment and enhance team engagement and organization.

What qualifications are required for this position?

The essential qualifications include proficiency in English and Spanish, strong organizational and administration skills, excellent communication skills with senior stakeholders, and competency in IT skills, particularly advanced Microsoft Office application usage.

What are some of the key responsibilities of the Office Coordinator?

Key responsibilities include providing administrative support to the General Manager, organizing meetings and travel arrangements, overseeing office space functionalities, managing logistics for events, and supporting EHS activities.

Is experience with organizing events essential for this role?

While not explicitly stated as essential, the role does involve organizing recurrent events such as annual conferences, brand launches, and internal celebrations.

What type of work environment can the Office Coordinator expect?

The Office Coordinator can expect an agile working culture that promotes flexibility and supports a diverse and inclusive workplace.

Are there opportunities for career progression in this role?

Yes, this role provides the opportunity to lead key activities and progress within an agile organization.

What qualities are important for the Office Coordinator to succeed?

Important qualities include being proactive, able to build high-quality relationships, strong problem-solving skills, and the ability to navigate complexity while maintaining attention to detail.

Does the company have a commitment to diversity, equity, and inclusion?

Yes, Haleon is committed to embracing diversity in its workforce and creating an inclusive environment that celebrates unique perspectives and promotes fair outcomes.

What should I do if I need reasonable accommodation during the application process?

If you require reasonable accommodation or assistance at any stage of the application process, you should inform your recruiter with a description of the specific accommodations needed.

Is there a chance for internal communication responsibilities in this position?

Yes, the Office Coordinator will support internal communication regarding office news, events, and specific campaigns.

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Haleon

For Health. With Humanity

Retail & Consumer Goods
Industry
10,001+
Employees
2022
Founded Year

Mission & Purpose

Our purpose is to deliver better everyday health with humanity. #HelloHaleon