Business Administrator - Windows and Web Experiences

Job Description:

Are you highly organized, collaborative, have an extreme level of attention to detail and are looking to be part of a fun highly energetic team - then this job is for you! Windows and Web Experiences is looking for an experienced Business Administrator to join our organization.  This role will provide support to our organization located in Barcelona, Spain.

An ideal candidate is someone who can navigate and change directions quickly within a fast-paced environment and can embrace a challenge head on with confidence, a calm sense of urgency, and a positive attitude. The candidate must have the ability to work independently, navigate day-to-day activities largely independently. A successful candidate will have demonstrated work experience in a fast-paced environment, be able to manage time to ensure deadlines are met and prioritize deliverables of multiple projects within a dynamically changing workload. Additionally, demonstrate strong communications skills in a global environment and work collaboratively with teams from various disciplines. You must have high integrity and be able to handle confidential information appropriately.

Why work at WWE
Inside (COMPANY NAME)'s Web Experiences Team

Calendar Management
* Help manage community space/conference room calendars. Learns and/or aligns calendar based on knowledge of manager's preferences and operating styles (e.g., personal needs, allocation to business priorities). Ensures preparation of meeting setting (e.g., booking rooms, assisting with troubleshooting audio-video [AV] and technical issues). Learns to manage ambiguous situations.
* Gains deeper understanding of rhythm of business (ROB), key stakeholders, and interdependencies within the business and recognizes patterns. Helps to execute on business cadence (scheduling/meeting logistics) around the ROB of the team.
Cross-Functional Collaboration and Communication
* Develops strong relationships with stakeholders across multiple organizations (e.g., business-support professionals, Human Resources [HR], Finance, event planners, peers) to enable their leader and/or team's work.
Discipline Growth and Development
* Actively participates in the Business Support community. May support onboarding and training of new Business Support staff as applicable. Contributes to their organization's culture. Continues to shadow and learn from others and leverages mentorship from senior admins. Documents and shares best practices and insights.
Team Management Support (Headcount Management, Recruitment, Onboarding/ Offboarding)
* Contributes to team experience activities. Collaborates with Global Talent Acquisition (GTA) to support internal and external recruitment efforts, and partners with hiring managers to ensure a smooth process, under guidance of senior colleagues as needed. Participates in onboarding and assists new employees, vendors, and interns as an essential contact for questions. Coordinates logistics and provides onboarding support for new employees, vendors, and interns, under the direction of senior team members (e.g., ordering new-hire equipment, setting up workstations, distribution lists, security groups). Help non-Spanish speaking employees with punctual language translation needs (Spanish - English)
Event Coordination and Logistics
* Owns the coordination, logistics, and direction for events. Assists with determining event needs and outcomes. May assist with and/or own creating event itinerary. Acts as a point of contact for events (e.g., changes). Addresses any preparatory setbacks and escalates to senior Business Support staff as needed. Contributes to post event close out (e.g., tracking event results/attendance, distributing post-meeting materials) under guidance of others. Contributes to team morale and building team dynamics.
Project Ownership
* Executes various projects and tasks and completes project deliverables with little or no supervision. Owns their components of project outcomes end to end with proper accountability. Identifies risks and challenges within core area of responsibility and communicates these to relevant stakeholders. Streamlines processes, provides process improvement suggestions, and adjusts as needed.
Resource Management (Hardware/Supply Management, Purchase/Expense Management Financial Management)
* Contributes to and oversees planning, tracking, maintenance, and adjustment of equipment and inventory based on stock requirements and business needs. Processes expense reports with full compliance of (COMPANY NAME) policy. Participates in discretionary budget tracking (e.g., morale, hardware, supplies) and reporting. Performs vendor and supplier management (e.g., ensuring set up for financial processing, opening purchase orders [POs]). May contribute to budget management in partnership with peers (e.g., Finance, Business Managers).
Space Management and Planning
* Maintains and manages up-to-date space-management processes and team spaces (e.g., office locations/desk assignments, private conference rooms, seasonally transitional spaces, remote/location status). Coordinates large-scale space requests (e.g., annual office restacks, space build outs), liaising between admins and space planner and advocating for appropriate space for their team. Maintains accurate, detailed information in space database. Serves as a liaison between the office and WeWork building reception desk to help resolve potential issues.
Travel Management
* Provides travel arrangements using (COMPANY NAME) tools (e.g., accommodations, transportation, security, group codes) for manager(s) and/or group. May create itineraries for daily activities and learns to maximize trip itineraries. Ensures required documents (e.g., immunization records, visas) are obtained for international travel. Follows travel policies and leverages guidance from senior Business Support colleagues as necessary. Acts as a stand-by resource to address issues/escalations during business travel for employees traveling to Spain and assist with help with the temporary pass reservation into the building, welcome, guide them to the office floor, WiFi set up

Candidate Requirements:

Required/Minimum Qualifications
* Must have English proficiency and Spanish at native level.
* Years of Administrative, Business Support, and/or customer service experience.
* Experience in reviewing and managing administrative budgets (e.g., for events, morale, travel, training) preferred.

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(COMPANY NAME) is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, family or medical care leave, gender identity or expression, genetic information, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran status, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, regulations and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or the recruiting process, please send a request via the Accommodation request form.

Benefits/perks listed below may vary depending on the nature of your employment with (COMPANY NAME) and the country where you work