Constructor’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.
Our headquarters is located in 🇨🇭Switzerland, and we also have legal entities in 🇩🇪Germany, 🇧🇬Bulgaria, 🇷🇸Serbia, and 🇸🇬Singapore
Please send your resume in English only.Job Title: Admin Lead
Location: Sofia/Bremen/Bodrum (Relocation Preferred)
About the Role: We are seeking a proactive and detail-oriented Admin Lead to manage a team of 3-4 Executive Assistants (EAs) and oversee 10-15 supporting personnel. Your primary mission will be to ensure the smooth functioning of the admin office and maximize the productivity of the manager, a high-profile executive. This is a fast-paced, dynamic role that requires exceptional organizational, problem-solving, and leadership skills.
Key Responsibilities:
- Team Leadership: Lead and manage a team of EAs, ensuring tasks are prioritized, delegated, and completed efficiently.
- Calendar Management: Oversee complex scheduling for the C-level Manager, including 120-150 activities per week across multiple time zones. Ensure calendar accuracy, attach relevant materials, and manage last-minute changes.
- Travel Coordination: Plan and execute seamless travel arrangements, including flights, transfers, and accommodations, ensuring connectivity and minimizing downtime. Coordinate and manage frequent travel — approximately 6–8 trips per month, often on short notice.
- Process Improvement: Develop and implement SOPs, checklists, and structured workflows to enhance team efficiency.
- Health & Family Support: Coordinate healthcare appointments, family travel, and household operations, ensuring all needs are met with precision.
- Office Maintenance: Ensure permanent and temporary offices meet high standards for connectivity, equipment, and readiness.
- VIP & Partner Management: Provide end-to-end support for VIP guests, family members, and business partners, ensuring satisfaction and smooth operations.
Key Performance Indicators (KPIs):
- 95%+ calendar accuracy with no disruptions to the manager’s schedule.
- 100% task alignment and visibility within the team.
- Immediate response to urgent requests and 10-minute response time for the manager.
- 90% satisfaction in managing VIP and family requests.
- 95% on-time task delivery.
What We’re Looking For:
- Decisiveness & Initiative: Take ownership of tasks and act quickly, learning from mistakes to improve.
- Project Management Skills: Coordinate tasks effectively, ensuring timely and high-quality results.
- Problem-Solving Ability: Think critically and creatively to find optimal solutions for complex situations.
- Attention to Detail: Manage high workloads and frequent changes with precision.
- Team Player: Communicate effectively with diverse personalities and foster win-win outcomes.
- Curiosity & Drive for Excellence: Explore alternatives to deliver the best possible results.
- Flexibility & Adaptability: Thrive in a fast-changing environment and remain productive under stress.
- Responsiveness: Quickly accommodate requests and ensure tasks are acknowledged and completed.
- Exceptional coordination and multitasking skills, with the ability to manage requests and priorities from up to 10 people simultaneously in a fast-paced environment
- High stress tolerance and ability to perform under pressure in a demanding, fast-changing setting
- Strong sense of confidentiality and discretion – must be able to handle sensitive information with the utmost professionalism
Preferred Qualifications:
- Willingness to relocate to Sofia, Bremen, or Bodrum for on-ground support.
- Ability to travel on demand to support the manager as needed.
Why Join Us? This role offers the opportunity to work in a dynamic, high-impact environment where your contributions will directly enhance the productivity and success of a top executive. If you thrive on solving complex challenges, enjoy making things happen, and are passionate about creating order in fast-paced settings, we want to hear from you!
How to Apply: Submit your resume and a cover letter detailing your relevant experience and why you’re the perfect fit for this role.
- 💻 Choice of work equipment (e.g., laptop, monitor, etc.)
- 🇬🇧 English classes (iTalki – $130 monthly)
- ⏰ Flexible schedule (we usually work between 09:00/10:00 and 18:00/19:00 CET or EET)
- 👶 Newborn bonus (€500 per child)
- 🧠 Patent remuneration
- 🌴 Paid leave
- 🧑💻 Remote work in locations without our offices
- Hybrid work in locations with offices (2 days in-office, 3 days remote):
- 🇧🇬 Sofia: 59 G. M. Dimitrov Blvd., NV Tower, 8th floor, 1700
- 🇷🇸 Belgrade: Makedonska 12, 11000 Belgrade, Serbia
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.
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What We Do
Constructor group is a global institution dedicated to creating knowledge through science, education, and technology. Our integrated, self-sustainable ecosystem focuses on the five fundamental technology needs expected to contribute to solving the current challenges of the world: general intelligence, quantum technology, intelligent materials, hybrid reality, and life engineering.Our knowledge ecosystem combines extensive education offers covering the entire learning lifecycle from K-12 to post-graduate programs and courses for executives, highly efficient research capacities, and commercial operations for our technology breakthroughs.The Constructor ecosystem comprises Constructor University, a non-profit, research-oriented private university located in Bremen, Germany, and an institute in Schaffhausen.Several ventures market our technology innovations: Alemira and Learning focus on advanced solutions in Educational Technology, executive education, and consulting services. Rolos delivers a platform boosting research productivity and develops MI for robotics and driverless mobility. Capital and Start Garden further strengthen our ecosystem by offering funding and start-up incubation capacities.
