Executive Assistant and Workplace Experience

Overview

Our Guiding Stars are the values at the heart of our organization that drive everything we do. We are committed to creating meaningful change not only in our industry but also in the communities we engage with. If our Guiding Stars resonate with you, we encourage you to consider joining our team.

• Drive Results: We think big, work smart, and execute fast to transform the future of commerce
• Cultivate Belonging: We welcome diverse backgrounds and experiences, driving positive change through inclusion and teamwork
• Champion Customers: We go the extra mile for our customers to help them unlock their full potential
• Adapt Boldly: We’re curious and innovative, we take risks and grow from our failures

The Opportunity:

Ready to help shape the future of a vibrant, globally connected office? We’re looking for an energetic and proactive Executive Assistant & Workplace Experience Specialistto join our team in London! In this exciting role, you\\\’ll support our Chief Product Officer (CPO) with key administrative tasks, scheduling, and travel coordination, while collaborating with a diverse, international team across the US and Europe. As the CPO is the Executive Sponsor of our London office, you will also be at the heart of our dynamic workspace, ensuring everything runs smoothly, organizing engaging events, and nurturing a thriving office culture. If you\\\’re passionate about making a real impact and building something amazing, we’d love to have you on board!

This role is in-person (Monday – Friday) in our London Office.

Your Mission

Executive Assistant:

• Manage the CPO’s complex calendar, scheduling meetings, appointments, and events with precision
• Coordinate both domestic and international travel, handling flights, accommodation, transportation, and detailed itineraries
• Oversee and prioritize the CPO’s 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

Workplace Experience:

• 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!

Come grow with us!

We are all different and that is what makes us stronger! We hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our company better.

At commercetools, we are proud to be an equal opportunity workplace. We 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. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements.