Private Office Chief Of Staff & Executive Assistant Lead
11 hours ago
Barcelona
Lead Executive Assistant & Private Office Operations Manager (CEO Office)Barcelona, SpainOur missionConstructor’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.Please send your resume in English only.As Lead Executive Assistant & Private Office Operations Manager (CEO Office) of Constructor Group, you will operate at the centre of a dynamic, global ecosystem spanning Germany, Turkey, and Bulgaria. This position is designed for an experienced professional with15+ years of proven excellence in executive operations, project leadership, or private office management — someone who combines operational precision, strategic judgment, and the stamina to lead in a constantly changing, high-performance environment.This is a senior, hands-on leadership role combining Executive Assistant & Personal Assistant, Private Office, and team management responsibilities.You will manage and develop a team of Executive Assistants and 10–15 supporting personas (drivers, chefs, housekeepers, coordinators, etc.), ensuring flawless coordination across all aspects of the CEO’s professional and personal ecosystem. Your ultimate mission is simple but demanding: to maximise the CEO’s productivity, anticipate needs before they arise, and make the impossible happen smoothly and discreetly.This is a highly hands-on leadership role. While you will manage and develop the administrative support team, you will also personally execute critical Executive Assistant and Personal Assistant tasks for the CEO when needed. The successful candidate must be comfortable switching between strategic coordination, team leadership, and direct, hands-on support — including calendar management, travel coordination, personal errands, vendor communication, last-minute problem solving, and confidential personal matters.- Personally support the CEO with high-priority executive and personal tasks when direct involvement is required.- Manage last-minute calendar changes, urgent travel needs, personal logistics, family coordination, household/service provider communication, and confidential errands.- Step in directly when the team is unavailable, overloaded, or when the task requires senior judgment, discretion, or speed.- Balance leadership responsibilities with direct execution; this role is not purelymanagerial.Leadership & Team Management- Lead, coach, and structure a high-performing administrative team (3–4 Executive Assistants and 10–15 support personnel).- Create clarity of roles, responsibilities, and workflows to ensure seamless execution of all tasks across time zones and geographies.- Establish and enforce SOPs, checklists, and productivity tools that bring structure to complex, parallel workstreams.- Serve as the primary interface between the CEO, Chief of Staff, and broader support network.Operational Excellence- Oversee all elements of unusually complex calendar and scheduling management — ensuring accuracy, relevance, and efficiency for 120–150 activities weekly across multiple time zones.- Ensure that meetings, travel, and communications are flawlessly planned, briefed, and executed, with buffers and contingency plans always in place.- Oversee travel logistics: end-to-end itineraries, ground and air coordination, VVIP protocols, and on-the-move connectivity.- Anticipate needs before they emerge, and proactively solve issues to prevent disruptions.Project & Process Management- Implement efficient systems for tracking, prioritizing, and closing tasks across multiple domains.- Drive continuous improvement in workflows and team collaboration.- Manage sensitive, high-stakes projects (e.G., relocations, private events, health procedures, VIP visits) with precision and confidentiality.Stakeholder Coordination- Serve as the central communication point between the CEO’s office and all external and internal stakeholders — partners, executives, family, and service providers.- Maintain consistent tone and professionalism across all touchpoints, ensuring each interaction reflects Constructor’s standards of excellence.- Build strong relationships that enable efficient collaboration and trust.Confidentiality & Security- Uphold absolute confidentiality and ensure all sensitive information is managed securely.- Apply risk management standards to travel, guest lists, and personal data handling.Key Performance Indicators (KPIs):- Team Alignment & Efficiency: 100% task visibility, clear accountability, zero duplication of work.- Calendar Accuracy: 95%+ precision; no disruptions to the CEO's schedule.- Responsiveness: Urgent requests within 10 minutes; regular calls/meetings within one working day.- Task Delivery Reliability: 95%+ on-time completion across all streams.- Stakeholder Satisfaction: 90%+ satisfaction from VIP guests and family engagements.- Process Optimization: Continuous measurable improvements in time, cost, and output quality.Qualifications and Experience:We are looking for someone exceptional — not just efficient, but extraordinary. Someone who thrives where others slow down, who creates structure in chaos, and who finds deep satisfaction in delivering excellence every single day.- Decisive & Proactive. You take initiative, anticipate needs, and act fast. Mistakes are learned from, not feared — inaction is worse than imperfection.- Strategic Project Orchestrator. You can coordinate people, priorities, and processes simultaneously — ensuring the whole system runs smoothly and intelligently.- Meticulous Attention to Detail. You don’t just “notice details”; you master them. Precision is your natural language, and nothing escapes your eye.- Thrives on Change & Fast-Paced Environments. You find energy in intensity. You remain calm, resourceful, and sharp when things shift quickly — because that’s when you perform at your best.- Creative Problem Solver. You think critically, adapt quickly, and design efficient solutions for complex or unconventional problems.- Execution Excellence. You love getting things done — quickly, correctly, and beautifully. High task volume motivates you, not overwhelms you.- Curious & Quality-Driven. “Good enough” isn’t good enough for you. You constantly explore alternatives, aiming for the most optimal result given time, effort, and resources.- Flexible, Adaptive, & Resilient. You stay composed under stress, adjust fast, and thrive when priorities shift.- Empathetic Communicator & Team Leader. You build trust across diverse personalities, ensuring everyone feels valued and aligned toward the same goal.- Discreet & Trustworthy. You handle every piece of information and every person with integrity, confidentiality, and respect.Travel & Location Requirements- Primary operational hubs: Germany (Bremen), Turkey (Bodrum), Bulgaria (Sofia)- Frequent international travel required; ability to relocate or spend extended periods in key hubs.- Valid passport and readiness to travel on short notice for business or family support.Additional Requirements- Fluent English (spoken and written); additional languages anadvantage.- Proven experience in managing executive operations, teams, or private offices at a top-tier level.- High digital literacy (MS Outlook, productivity tools, task-tracking systems, AI assistants).- Able to pass comprehensive background checks (criminal, psychological, and substance screening).Compensation & Contract- Competitive, performance-based compensation with relocation support if required.- Designed for ambitious professionals motivated by excellence, precision, and impact.- The role offers continuous growth, global exposure, and a front-row seat to the execution of complex, high-stakes projects.In this role, “good” is not enough.We are looking for someone who operates at a “great” level — consistently, calmly, and with care — because that difference defines the success of everything around the CEO.What We Offer- 💻 Choice of work equipment (e.G., laptop, monitor, etc.)- ⏰ Flexible schedule (we usually work between 09:00/10:00 and 18:00/19:00 CET or EET)- 🧑💻 Remote work in locations without our offices- Hybrid work in locations with offices (2 days in-office, 3 days remote)Constructor fosters equal opportunity for people of all backgrounds and identities. We are led by a gender-balanced board committed to building a diverse and inclusive organisation where everyone can become their best self. We do not discriminate based on age, disability, gender identity, sexual orientation, ethnicity, race, religion or belief, parental and family status, or other protected characteristics. We welcome applications from women, men and non-binary candidates of all ethnicities and socio-economic backgrounds. We encourage people belonging to underrepresented groups to apply.Create a Job AlertInterested in building your career at Constructor TECH? Get future opportunities sent straight to your email.Accepted file types: pdf, doc, docx, txt, rtfEnter manuallyAccepted file types: pdf, doc, docx, txt, rtfWhere are you currently based? (City, Country) Are you legally authorized to work in the country where this position is based? Select...Do you require visa sponsorship now or in the future to work in this country? Select...How many years of experience do you have in a combined Executive Assistant / Personal Assistant role supporting C-level executives, founders, or private/family office principals directly? Select...Are you open to frequent travel? Select...Are you open to working flexible hours, including overtime and on weekends? Select...What is your level of English? Select...What are your salary expectations in EUR (gross per month)? Select...Please provide a link to your LinkedIn profile How did you hear about this opportunity? Please select one option. Select...If you were referred by an employee or heard about us via an event (e.G. career fair, conference), please specify the source (name of the person or event)Constructor TECH has my consent to collect, store, and process my data for the purpose of considering me for employment, and for up to 365 days thereafter. *#J-18808-Ljbffr
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