Admin Lead
About the Role: We are seeking a proactive and detail-oriented Admin Lead to manage a team of 3-4 Executive Assistants (EAs) and oversee 10-15 supporting personnel. Your primary mission will be to ensure the smooth functioning of the admin office and maximize the productivity of the manager, a high-profile executive. This is a fast-paced, dynamic role that requires exceptional organizational, problem-solving, and leadership skills.
Key Responsibilities:
- Team Leadership: Lead and manage a team of EAs, ensuring tasks are prioritized, delegated, and completed efficiently.
- Calendar Management: Oversee complex scheduling for the C-level Manager, including 120-150 activities per week across multiple time zones. Ensure calendar accuracy, attach relevant materials, and manage last-minute changes.
- Travel Coordination: Plan and execute seamless travel arrangements, including flights, transfers, and accommodations, ensuring connectivity and minimizing downtime. Coordinate and manage frequent travel — approximately 6–8 trips per month, often on short notice.
- Process Improvement: Develop and implement SOPs, checklists, and structured workflows to enhance team efficiency.
- Health & Family Support: Coordinate healthcare appointments, family travel, and household operations, ensuring all needs are met with precision.
- Office Maintenance: Ensure permanent and temporary offices meet high standards for connectivity, equipment, and readiness.
- VIP & Partner Management: Provide end-to-end support for VIP guests, family members, and business partners, ensuring satisfaction and smooth operations.
**Key Performance Indicators (KPIs):
- 95%+ calendar accuracy with no disruptions to the manager’s schedule.
- 100% task alignment and visibility within the team.
- Immediate response to urgent requests and 10-minute response time for the manager.
- 90% satisfaction in managing VIP and family requests.
- 95% on-time task delivery.
Constructor’s mission is to enable all educational organisations to provide high-quality digital education to 10x people with 10x efficiency.
With strong expertise in machine intelligence and data science, Constructor’s all-in-one platform for education and research addresses today’s pressing educational challenges: access inequality, tech clutter, and low engagement of students.
Our headquarters is located in 🇨🇭Switzerland, and we also have legal entities in 🇩🇪Germany, 🇧🇬Bulgaria, 🇷🇸Serbia, and 🇸🇬Singapore
What We Offer
- 💻 Choice of work equipment (e.g., laptop, monitor, etc.)
- 🇬🇧 English classes (iTalki – $130 monthly)
- ⏰ Flexible schedule (we usually work between 09:00/10:00 and 18:00/19:00 CET or EET)
- 👶 Newborn bonus (€500 per child)
- 🧠 Patent remuneration
- 🌴 Paid leave
- 🧑💻 Remote work in locations without our offices
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Hybrid work in locations with offices (2 days in-office, 3 days remote):
- 🇧🇬 Sofia: 59 G. M. Dimitrov Blvd., NV Tower, 8th floor, 1700
- 🇷🇸 Belgrade: Makedonska 12, 11000 Belgrade, Serbia
What We’re Looking For:
- Decisiveness & Initiative: Take ownership of tasks and act quickly, learning from mistakes to improve.
- Project Management Skills: Coordinate tasks effectively, ensuring timely and high-quality results.
- Problem-Solving Ability: Think critically and creatively to find optimal solutions for complex situations.
- Attention to Detail: Manage high workloads and frequent changes with precision.
- Team Player: Communicate effectively with diverse personalities and foster win-win outcomes.
- Curiosity & Drive for Excellence: Explore alternatives to deliver the best possible results.
- Flexibility & Adaptability: Thrive in a fast-changing environment and remain productive under stress.
- Responsiveness: Quickly accommodate requests and ensure tasks are acknowledged and completed.
- Exceptional coordination and multitasking skills, with the ability to manage requests and priorities from up to 10 people simultaneously in a fast-paced environment
- High stress tolerance and ability to perform under pressure in a demanding, fast-changing setting
- Strong sense of confidentiality and discretion – must be able to handle sensitive information with the utmost professionalism
Preferred Qualifications:
- Willingness to relocate to Sofia, Bremen, or Bodrum for on-ground support.
- Ability to travel on demand to support the manager as needed.
