Office Coordinator

Your duties and responsibilities:

• Support the set-up of the initial logistics and administration of the La Palma office


• Oversee day-to-day office operations, including maintenance of facilities, supplies, and equipment


• Be the first point of contact for local visitors, calls, and correspondence


• Manage local vendor relationships and negotiate contracts for office services and supplies, preparing and following up purchase requests, travel arrangements, and shipments, following the Central Organisation rules


• Support in organising local internal and external meetings and events, and organising travel arrangements and shipments, as needed


• Write down and distribute minutes of meetings, as requested


• Support and administrate the integration of new staff for the CTAO-North site by, e.g., providing equipment, registering with local authorities, coordinating safety training, as required


• Liaise closely with the administrative staff of the CTAO headquarters in Bologna


• Support all local administrative in-person activities when needed, e.g. liaise with local authorities and consultants


• Translating correspondence and other documents from English to Spanish and vice versa, when required


• Organising and maintaining other internal documents for the La Palma office, using the CTAO EDMS system to effectively file and archive relevant documentation


• Other duties as requested by supervisors or per the organisation’s needs

Your skills and qualifications:

• University education in technical administrative studies or equivalent, e.g. business administration, hospitality management, or related fields


• At least five years of prior professional experience in a similar position, ideally in an international environment


• Demonstrated capacity to perform the described duties and responsibilities


• Experience in managing and maintaining multiple-issue administrative tasks


• Strong organisational, time management, and office skills


• Ability to work under pressure in an office with varied demands and competing priorities both in a team and independently


• Client-oriented with excellent communication and interpersonal skills


• Excellent command of English and Spanish (both oral and written); knowledge of Italian and/or of German would be an advantage


• Good computer literacy (e-mail, word processing, spreadsheets, presentations)


• Possession of a valid driver’s license to operate automobiles

Your supervisor: Travel & Office Manager

Your duty station: the place of work will be the CTAO office in Brena Baja (Monday to Friday). Occasional trips to the observatory or to other locations may be required.

What we offer:

• A competitive salary and benefits package, with the salary based on the candidate's experience and ability


• Opportunities for professional growth and development


• Flexible working hours and partial remote work options

Apply on BambooHR: https://ctao.bamboohr.com/careers/42?source=aWQ9MTE%3D
Deadline for applications: 5 April 2025

For more information about the CTAO please visit www.ctao.org.  For more information on the advertised position please contact [email protected].

Applications are accepted without distinction on any grounds of gender, race, colour, ethnic or social origin, genetic features, language, religion or belief, political or any other opinion, membership of a national minority, gender identity, property, birth, disability, age or sexual orientation.