commercetools
Executive Assistant and Workplace Experience
We are looking for an energetic and proactive Executive Assistant & Workplace Experience Specialist to join our team in our newly opened office in Boston. In this exciting role, you'll support our Chief Operating Officer (COO) and Chief Customer Officer (CCO) with key administrative tasks, scheduling, and travel coordination, while collaborating with a diverse, international team across the US and Europe. The COO is the Executive Sponsor of our Boston office, and you will also be at the heart of our dynamic workspace, ensuring everything runs smoothly, organizing engaging events, and nurturing a thriving office culture. This role is in-person (Monday - Friday) in our Boston Office. Your Mission
As an Executive Assistant, you will: Manage the executives' complex calendars, scheduling meetings, appointments, and events with precision. Coordinate both domestic and international travel, handling flights, accommodation, transportation, and detailed itineraries. Oversee and prioritize the executives' inbox, ensuring timely responses and addressing urgent matters efficiently. Act as a gatekeeper for internal and external communications, filtering and prioritizing information as necessary. Organize and maintain confidential information and documents with care and discretion. Assist in planning and organizing events, workshops, team-building activities, and company-wide initiatives. Cultivate strong relationships with key stakeholders to facilitate smooth task coordination. Handle various administrative tasks such as expense reports, document filing, and other day-to-day operations. As a Workplace Experience Specialist, you will: Create a welcoming and inclusive office environment. Oversee visitor management, employee onboarding, and administration for office access. Ensure our office is equipped with supplies and equipment needed to support our hybrid workstyle. Liaise with building management and external vendors for maintenance, repairs, and upgrades. Working in collaboration with the global Workforce Experience team, develop and implement office policies and procedures to maintain a smooth and productive environment. Work closely with Workplace Experience team members at other locations to ensure consistency and share best practices across the company. Organize office events and coordinate catering to create a lively and engaging workspace. What you need to succeed
Robust experience in administrative roles such as executive assistant, office management, administrative coordinator, hotel industry, event management, or personal assistant. Strong communication skills and the ability to interact effectively with staff, vendors, and visitors. Proven track record of managing multiple tasks, prioritizing work, and adapting to interruptions. Experience organizing small events or meetings, such as team gatherings or client events. Excellent problem-solving abilities, patience, and adaptability. Ability to handle unexpected situations like technical issues or last-minute requests with a proactive approach. Nice to have
Familiarity with office technology (printers, phones, video conferencing tools) and software such as Google Workspace. We care about your growth and well-being
Competitive Compensation Package: Generous compensation structure consisting of salary, a competitive stock option package, and various benefits and perks. Workation: Work up to 60 days per year in a country different from your home country, with 20 working days per trip. Learning & Development Budget. Academy: Regular training sessions, access to Coursera and Babbel training courses. Our Benefits: Check them out here. Flexibility: Morning person or night owl? We believe in outcome and motivated employees. Mindset & Growth: A diverse workplace with an open, international culture, and learning environment. For US-based roles
Well-Being: 100% employer-covered medical, dental, and vision insurance for employees and dependents. Work-Life Balance: Generous time off for personal time, vacation, parental leave, holidays, well-being, and volunteering. Prepare For Your Future: 401k with company match. Get Involved: Opportunities to join our Employee Resource Groups, fitness challenges, artistic channels, and more! We are an equal opportunity workplace and are committed to fair hiring practices regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.
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We are looking for an energetic and proactive Executive Assistant & Workplace Experience Specialist to join our team in our newly opened office in Boston. In this exciting role, you'll support our Chief Operating Officer (COO) and Chief Customer Officer (CCO) with key administrative tasks, scheduling, and travel coordination, while collaborating with a diverse, international team across the US and Europe. The COO is the Executive Sponsor of our Boston office, and you will also be at the heart of our dynamic workspace, ensuring everything runs smoothly, organizing engaging events, and nurturing a thriving office culture. This role is in-person (Monday - Friday) in our Boston Office. Your Mission
As an Executive Assistant, you will: Manage the executives' complex calendars, scheduling meetings, appointments, and events with precision. Coordinate both domestic and international travel, handling flights, accommodation, transportation, and detailed itineraries. Oversee and prioritize the executives' inbox, ensuring timely responses and addressing urgent matters efficiently. Act as a gatekeeper for internal and external communications, filtering and prioritizing information as necessary. Organize and maintain confidential information and documents with care and discretion. Assist in planning and organizing events, workshops, team-building activities, and company-wide initiatives. Cultivate strong relationships with key stakeholders to facilitate smooth task coordination. Handle various administrative tasks such as expense reports, document filing, and other day-to-day operations. As a Workplace Experience Specialist, you will: Create a welcoming and inclusive office environment. Oversee visitor management, employee onboarding, and administration for office access. Ensure our office is equipped with supplies and equipment needed to support our hybrid workstyle. Liaise with building management and external vendors for maintenance, repairs, and upgrades. Working in collaboration with the global Workforce Experience team, develop and implement office policies and procedures to maintain a smooth and productive environment. Work closely with Workplace Experience team members at other locations to ensure consistency and share best practices across the company. Organize office events and coordinate catering to create a lively and engaging workspace. What you need to succeed
Robust experience in administrative roles such as executive assistant, office management, administrative coordinator, hotel industry, event management, or personal assistant. Strong communication skills and the ability to interact effectively with staff, vendors, and visitors. Proven track record of managing multiple tasks, prioritizing work, and adapting to interruptions. Experience organizing small events or meetings, such as team gatherings or client events. Excellent problem-solving abilities, patience, and adaptability. Ability to handle unexpected situations like technical issues or last-minute requests with a proactive approach. Nice to have
Familiarity with office technology (printers, phones, video conferencing tools) and software such as Google Workspace. We care about your growth and well-being
Competitive Compensation Package: Generous compensation structure consisting of salary, a competitive stock option package, and various benefits and perks. Workation: Work up to 60 days per year in a country different from your home country, with 20 working days per trip. Learning & Development Budget. Academy: Regular training sessions, access to Coursera and Babbel training courses. Our Benefits: Check them out here. Flexibility: Morning person or night owl? We believe in outcome and motivated employees. Mindset & Growth: A diverse workplace with an open, international culture, and learning environment. For US-based roles
Well-Being: 100% employer-covered medical, dental, and vision insurance for employees and dependents. Work-Life Balance: Generous time off for personal time, vacation, parental leave, holidays, well-being, and volunteering. Prepare For Your Future: 401k with company match. Get Involved: Opportunities to join our Employee Resource Groups, fitness challenges, artistic channels, and more! We are an equal opportunity workplace and are committed to fair hiring practices regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity or Veteran status.
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