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Madrid

Admin Coordinator

Jul 4, 2024

Do you pay attention to detail and have experience with administrative coordination? Would you like to be working in a very international environment with people from different cultures? Do you have the ability to handle multiple tasks simultaneously? Are you looking for a job in a dynamic and ambitious environment with great opportunities to develop your professional skills? Then you might be the Admin Coordinator we are looking for!

What will your day look like?

In the role as our new Admin Coordinator, you will provide assistance to staff and managers in our Technology and Data department (TAD), which is a technical project delivery department in VML MAP. Apart from that, you will help creating good collaboration with different departments in the rest of VML MAP.

More specifically, your tasks include:

  • Help organize meetings, leverage AI for meeting summaries and help maintain documentation for TAD.
  • Maintain and update personnel databases, vacation overviews etc.
  • Help plan and organize various internal learning sessions, workshops and hackathons.
  • Create, prepare, and deliver presentations
  • Perform various admin tasks, such as booking of external events, flight tickets etc.
  • Work with finance department to process invoices and make payments
  • Help with onboarding new employees, coordinating IT equipment and other practicalities
  • Help drive and foster social culture by organizing social events and activities across our office locations
  • Help with preparing weekly business reports
  • Help with ad hoc projects and tasks, depending on the needs of the department.

Who are you going to work with?

You will become part of an exciting and challenging professional environment, working closely with many stakeholders within our technical department. Additionally, you will work with other stakeholders and coordinators outside of your department. Our common feature is that we are all competent, respectful teammates who go the extra mile to help one another. You will get a chance to put a personal touch on your daily tasks while developing your professional skillset. We value room for diversity and we are proud of our multicultural environment and easy-going, dynamic atmosphere where we not only work together – we are great at having fun as well

What do you bring to the table?

You are an easy-going person with a proactive, positive mindset. You work to deliver the best possible outcome despite any challenges that arise, and are not afraid of taking ownership and responsibility. You are an organized person, who can keep perspective while paying attention to details and you thrive in structuring and simplifying things around you.

In addition, you have:

  • Relevant Bachelor’s or Master’s degree (Business Administration, Project Management, Operations Management, etc.)
  • Good attention to detail and ability to drive projects from start to finish
  • Positive, service-minded attitude
  • Ability to handle multiple tasks and projects parallelly
  • Good experience with Excel and PowerPoint with an eye for visual layouts.
  • Excellent communication skills in spoken and written English
  • Growth mindset and desire to learn new things
  • Experience from a similar admin job is a plus

A leader in personalized customer experiences

VML MAP is a world-leading Centre of Excellence that helps businesses humanize the relationship between the brand and the customer through hyper personalization at scale, marketing automation and CRM. With the brain of a consultancy, the heart of an agency and the power of technology and data, we work with some of the world's most admired brands to help them on their transformation journey to becoming truly customer-centric. Together, we are 1000 + technology specialists, data scientists, strategic thinkers, consultants, operations experts, and creative minds from 55+ nationalities.

A global network

We are part of the global VML network that encompasses more than 30,000 employees across 150+ offices in 60+ markets, each contributing to a culture that values connection, belonging, and the power of differences.

At VML, we are committed to fostering an all-inclusive work environment that is both rewarding and career-forward. Our Inclusion, Equity & Belonging initiatives, alongside the VML Foundation, reflect our dedication to giving back and making a positive impact in our communities and beyond. Our people are the heartbeat of our organization—creators, doers, innovators, makers, and thinkers—who drive not just marketing, but meaningful experiences that resonate in every action and interaction.

For more information, please visit our website, and follow us on our social channels via Instagram and LinkedIn.

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