Receptionist and Management Assistant

ICEYEReceptionist and Management Assistant LocationValencia, SpainEmployment TypeFull timeLocation TypeOn-siteDepartmentMissionsReceptionist and Management AssistantLocation: Paterna, SpainDepartment: OperationsReports to: Operations ManagerEmployment type: Permanent Workplace model: Fully on-site, with fixed working hoursEmployment is subject to applicable security screening (incl. SUPO, where required)Why this role matters:As a Receptionist and Executive Assistant, you’ll be the first point of contact for visitors, customers, and partners, helping create a professional and welcoming environment at our Paterna office. Your work will ensure smooth daily operations by supporting the Operations team, maintaining an organized workplace, and delivering a high standard of service across the business. Additionally, you will support our CEO of ICEYE Spain, with his daily work.Who We AreICEYE delivers space-based intelligence, surveillance, and reconnaissance (ISR) capabilities to governments and allied nations. This includes sovereign and turnkey ISR missions leveraging ICEYE’s world-leading synthetic aperture radar (SAR) satellite technology, as well as access to data from the world’s largest SAR satellite constellation. These capabilities enable partners to detect and respond to critical changes anywhere on Earth with unprecedented speed and accuracy – day or night and in any weather, supported by ultra high-resolution imagery and high-frequency revisits.As a trusted partner for defense, intelligence, security, and maritime domain awareness, ICEYE’s near real-time data creates a tactical advantage for mission-critical operations. Designed for dual use, the platform also serves civil protection and commercial users for natural-catastrophe intelligence, insurance, maritime monitoring (including oil-spill detection), and finance, contributing to global security and community resilience.ICEYE is headquartered in Finland and operates globally across Europe, North America, the Middle East, and Asia-Pacific. We have more than 900 employees, united by a shared vision: improving life on Earth by becoming the global source of truth in Earth Observation.Your day-to-day responsibilitiesAdministration:Greet and welcome visitors, clients, and vendors, and direct them to the appropriate contact or meeting room while maintaining the visitor and event register.Manage meeting room calendars and coordinate meeting and event arrangements, including catering and room setup.Monitor, maintain, and order office and catering supplies, ensuring common areas remain well-stocked, clean, and welcoming.Handle incoming and outgoing mail, deliveries, and packages.Support the Operations team with administrative tasks, ad-hoc requests, and internal company events.Assist in maintaining office security by verifying visitor identities and reporting any suspicious activity as required.Management Assistant duties:Calendar & Time Management: Partner closely with the CEO of ICEYE Spain to take full ownership of his calendar, using sound judgment to prioritize requests, proactively resolve scheduling conflicts, and anticipate daily logistics to ensure his days run efficiently.Travel Coordination: Organize travel arrangements, and independently handle any last-minute schedule adjustments or changes.Meeting Preparation: Ensure the CEO is prepared for meetings and events by organizing agendas, briefing materials, and supporting with presentations ahead of time.Administrative Support: Maintain action items, track follow-ups, and assist in creating or refining documents, spreadsheets, and presentations using Google Workspace tools.Expense Management: Manage the reimbursement process for the CEO, including collecting receipts, and submitting expense claims accurately into the system for timely payout.Communication & Discretion: Coordinate smoothly with both internal and external stakeholders, while handling all sensitive and confidential information with absolute...