Assistant to the Director of Quality & Operations

Intro:

Are you eloquent in your articulation and confident in both written and verbal communication? Do you thrive in planning, organizing, and completing tasks meticulously? Do you wish to collaborate with our numerous international partners and broaden your cultural understanding? Then this position is exactly what you are looking for!!Assist in daily administrative tasks and take initiative in supporting candidates as well as other team members through all possible challenges they might be facing. Adaptability is essential and problem-solving is a daily activity as you will be putting out figurative fires whenever they occur.

Are you eloquent in your articulation and confident in both written and verbal communication? Do you thrive in planning, organizing, and completing tasks meticulously? Do you wish to collaborate with our numerous international partners and broaden your cultural understanding? Then this position is exactly what you are looking for!!

As Assistant to the Director of Quality and Operations, you will be in constant contact with our numerous international partners to sustain and grow Placement International's professional network.

Assist in daily administrative tasks and take initiative in supporting candidates as well as other team members through all possible challenges they might be facing. Adaptability is essential and problem-solving is a daily activity as you will be putting out figurative fires whenever they occur.

Develop new programs, improve current processes and maintain the overall quality of our company's dedicated service in order to keep our promise to our candidates. Ensure operations are running at the highest efficiency, analyze KPI's and monitor the success of different markets to highlight opportunities and discover threats. We are looking for a proactive and highly organized individual to provide comprehensive support to the Director of Quality & Operations. This role will play a critical role in streamlining workflows, managing CRM and Hubspot systems, overseeing digital operations, and assisting with project management initiatives. The ideal candidate is tech-savvy, analytical, and adept at managing multiple tasks and priorities in a fast-paced environment.

Requirements

• Be a student/graduate in Hospitality, Tourism, Business Management or related fields
• Knowledgeable in Hospitality/Education
• Excellent communicator both orally and written in both English and Spanish (C1 level minimum)
• Good command of MS Office applications
• Outstanding interpersonal and communication skills
• Organized and detail-oriented
• Ability to effectively multi-task and adapt to changing circumstances
• Comfortable self-starting assigned projects and managing them independently
• Confident and eager to engage with clients, partners and other stakeholders
• Proficiency in CRM and Hubspot platforms, with a strong understanding of data management principles.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong analytical skills and attention to detail.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively with cross-functional teams.
• Experience with project management tools and methodologies is a plus.
• Legal documentation to work and reside in Spain is absolutely required (assistance provided)

Responsibilities
General:

• Organize and coordinate availability for meetings, training sessions, etc.
• Take accurate minutes of meetings.
• Distribute and coordinate readiness of team members to meetings.
• Handle sensitive information in a confidential manner.
• Receive, sort, and distribute emails for faster and more efficient operations.
• Support with creating, reviewing and distributing quality training documentation to minimize repetitive questions, meetings, and interruptions.
• Control frequency, review accuracy and flag remarkable comments of 1:1s and evaluations for the Operations Teams.
• Collect feedback on processes and support in the creation, management and development of systems and processes to optimize quality and productivity.
• Support in the review and monitoring of new implementations function as intended and conduct the necessary follow up to ensure corrective measures are taken when they do not.

Workflow Creation and Optimization:

• Collaborate with the Director of Quality & Operations to develop and implement efficient workflows and processes.
• Identify areas for improvement and optimization within existing workflows to enhance operational efficiency.
• Coordinate with cross-functional teams to streamline communication and workflow handoffs.

CRM and Hubspot Management:

• Oversee the management and maintenance of CRM and Hubspot systems.
• Ensure accurate and up-to-date data entry and record-keeping in CRM and Hubspot databases.
• Generate reports and analytics to track key performance metrics and measure the effectiveness of CRM and marketing efforts.

Project Management Support:

• Assist with project planning, execution, and monitoring activities.
• Coordinate project timelines, resources, and deliverables to ensure timely completion and quality outcomes.
• Prepare project documentation, reports, and presentations as needed.