Who are we?
EIT Urban Mobility is an initiative of the European Institute of Innovation and Technology (EIT), a body of the European Union and Europe’s largest network for transport innovation in cities.
Our mission is to accelerate change towards a sustainable model of urban mobility and liveable urban spaces. We connect public and private actors and provide them with access to markets, talent, finance, and knowledge in four ways:
Using cities as living labs, our industry, research and university partners will demonstrate how new technologies can work to solve real problems in real cities by transporting people, goods and waste in smarter ways.
We are seeking a highly organized and proactive Office Assistant to join our team at our Torre Glories office in Barcelona.
As the Office Assistant, you will be responsible for ensuring the smooth and efficient operation of the office by performing various administrative tasks and you will be reporting to the the HR Departement.
Your main responsibilities will include managing incoming and outgoing postal mail, ordering office supplies, acting as the primary contact for meeting room bookings and other communication with Loom (our office owner), coordinating storage-related activities, assisting with onboarding processes, welcoming visitors, managing document storage, arranging lunch orders and restaurant bookings, and providing support for internal events.
Be part of a team where you will perform the following task:
- Postal Mail Management:
- Receive and distribute incoming mail and packages
- Prepare outgoing mail and packages, including proper documentation and tracking
- Office Supplies and Equipment:
- Monitor office supply inventory and ensure timely reordering
- Coordinate with suppliers to order necessary office supplies and equipment
- Maintain an organized inventory system for office supplies and equipment
- Meeting Room Bookings and Communication with Loom:
- Act as the main point of contact for meeting room bookings and scheduling
- Coordinate with Loom (office owner) to address any issues or requests related to meeting rooms, new storage, office equipments, etc.
- Ensure meeting rooms are properly set up and equipped for scheduled meetings
- Storage Management:
- Oversee the organization and maintenance of storage areas
- Coordinate the ordering and setup of new storage solutions as needed
- Manage inventory and track storage usage
- Newcomer Onboarding:
- Assist with the onboarding process for new employees, like welcoming newcomers and issuing access cards and printer cards.
- Ensure all necessary welcoming pack and materials are prepared for new hires
- Provide support and guidance to new employees during their onboarding period
- Visitor Reception:
- Notify Loom and Glories front desk staff of upcoming visitors to ensure they receive visitor cards to access the building and office
- Greet and welcome visitors, ensuring a positive and professional experience
- Notify employees of visitor arrivals and provide appropriate assistance
- Document Storage and Organization:
- Establish and maintain an efficient filing system for both physical and digital documents
- Ensure confidentiality and security of sensitive documents
- Retrieve and provide requested documents to authorized personnel in a timely manner
- Lunch Orders and Restaurant Bookings:
- Coordinate and place lunch orders for employees as requested
- Research and book restaurants for team lunches or other internal & external meetings
- Ensure timely delivery and proper setup for ordered meals
- Internal Event Support:
- Assist with the planning, coordination, and execution of internal events, such as meetings, trainings, All Hands Meeting and celebrations
- Arrange event logistics, including venue bookings, equipment setup, and catering coordination
- Provide on-site support during events, ensuring a smooth and enjoyable experience for attendees
What you will bring along the way:
An ideal candidate would strive to generate positive environmental and social impact in line with EIT Urban Mobility’s mission. We are looking for individuals with a “can do” attitude, who are passionate about disseminating knowledge, know-how, good practices and lessons learnt.
Must-Haves:
- High school diploma or equivalent;
- Fluent in English and Spanish (C1 written and spoken);
- Strong organizational and multitasking skills with the ability to prioritize tasks effectively;
- Proficiency in using office software (e.g., Microsoft Office Suite, Google Workspace);
- Ability to maintain confidentiality and handle sensitive information appropriately;
- Positive attitude, professional demeanor, and ability to work well within a team
Nice-to-have:
- Previous experience as an office assistant, administrative assistant, or similar role would be a plus;
- Additional education or certification in office administration is a plus
- Experience in a multicultural environment.
- Any other European language is a plus.
What’s in it for you:
- Work in an international environment with a company culture focused on empowerment, thriving and continuous growth.
- Join a creative and diverse team of highly driven individuals that take out-of-the-box thinking to another level.
- 27 days of paid time-off to rest and re-energize.
- A yearly training catalogue to support your career development.
- A tax benefit powered by Cobee, allowing you to save on your personal income tax.
- A Private health insurance.
- Work in a modern and collaborative workspace with 360 views of Barcelona, located in the iconic Torre Glòries.
Kindly note that this position is based in Barcelona.
This is a permanent and part-time position (50% to 80%).
No relocation expenses are granted.
APPLICATION PROCESS
General Conditions:
By the closing date of this call candidates must:
- be a national of an EU Member State or have a working permit valid to work in Spain;
- enjoy their full rights as citizens;
To apply for this position, please download the application template from EIT Urban Mobility website. Complete the four elements of the application:
- Personal contact details;
- An essential criteria checklist;
- A Cover Letter demonstrating how you match the skills defined in the job description – examples should be given;
- A curriculum vitae.
Follow the naming process detailed below:
| Format: | Save your completed application form in one single file in either PDF or Word format. |
| File name: | Name the file according to the model “first name_last name – EITUM_OfficeAssistant”. For example, Joanna Smith would name the file, Joanna_Smith EITUM_OfficeAssistant”. |
| Email title: | The subject field should read “Office Assistant – HR167-2023”. |
| Send to: | Send your completed application to: recruitment@eiturbanmobility.eu. |
Deadline for Applications: 4 July 2023
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
AT EIT Urban Mobility, we value and celebrate diversity in every aspect of life and believe that everyone deserves an equal chance to succeed.
Here we value your talents, skills and experiences, and do not discriminate on any basis –whether it be disabilities or other special needs, gender reassignment, sexual orientation, ethnicity, religion or belief, age, language, political affiliation, property, marital status or any other irrelevant factor.
We are committed to creating an inclusive and supportive work environment where everyone can feel comfortable and thrive.
DATA PROTECTION DISCLAIMER
Your personal data will be processed with utmost care by the EIT KIC URBAN MOBILITY, S.L. or its subsidiaries.
The said processing will allow us to manage the recruitment of the offered positions, and more specifically:
- to enable you to submit your CV to apply for specific jobs;
- to match your details with the job vacancies and to eventually contact you;
- to retain your details and notify you about future job opportunities similar to the specific role for which you have contacted us;
- to answer your enquiries.
You can exercise your data protection rights, writing to recruitment@eiturbanmobility.eu.
You may find further information in the full GDPR Compliance privacy note for applicants available here.
