Receptionist and Management Assistant

Receptionist and Management Assistant

Location:

Paterna, Spain

Department:
Operations

Reports to:

Operations Manager

Employment type:

Permanent

Workplace model:
Fully on-site

Employment is subject to applicable security screening (incl. SUPO, where required)

• Greet and welcome visitors, clients, and vendors, and direct them to the appropriate contact or meeting room while maintaining the visitor and event register.
• Manage meeting room calendars and coordinate meeting and event arrangements, including catering and room setup.
• Monitor, maintain, and order office and catering supplies, ensuring common areas remain well-stocked, clean, and welcoming.
• Handle incoming and outgoing mail, deliveries, and packages.
• Support the Operations team with administrative tasks, ad-hoc requests, and internal company events.
• Assist in maintaining office security by verifying visitor identities and reporting any suspicious activity as required.
• Partner closely with the CEO of ICEYE Spain to take full ownership of his calendar, using sound judgment to prioritize requests, proactively resolve scheduling conflicts, and anticipate daily logistics to ensure his days run efficiently.
• Organize travel arrangements, and independently handle any last‑minute schedule adjustments or changes.
• Ensure the CEO is prepared for meetings and events by organizing agendas, briefing materials, and supporting with presentations ahead of time.
• Maintain action items, track follow‑ups, and assist in creating or refining documents, spreadsheets, and presentations using Google Workspace tools.
• Manage the reimbursement process for the CEO, including collecting receipts, and submitting expense claims accurately into the system for timely payout.
• Coordinate smoothly with both internal and external stakeholders, while handling all sensitive and confidential information with absolute discretion.

• Prior experience in a receptionist/administrative and assistance role.
• Strong commitment to delivering excellent internal and external customer service.
• Excellent organizational and time‑management skills, with the ability to manage multiple tasks effectively.
• Native or strong verbal and written communication skills in Spanish, and professional working proficiency in English.
• Proactive and resourceful mindset, with the ability to solve problems independently.
• High level of discretion and ability to prioritize tasks in a dynamic environment.
• Experience supporting events or coordinating internal company activities (nice to have).
• Experience working in an international or fast‑paced environment (nice to have).
• Familiarity with office management tools or calendar systems (nice to have).

Our benefits are designed to support your health and wellbeing—at work and beyond. We keep improving them based on employee feedback, and offerings vary by location. Talent Acquisition will confirm what applies for this role and location during the process.

We’re committed to fair, inclusive hiring and equal opportunity. Everyone is welcome to apply. If you need any adjustments or support during the recruitment process, tell us—we’ll do our best to help.