Administrative Assistant

Allegro; United States; Hybrid; USD 42,000 - 62,000; Full time

Benefits offered by this job

Hybrid work model (4/1)

Annual bonus

RSU incentive plan

Well-located offices and amenities

Cafeteria plan fringe benefits

Paid English classes

Training budget & internal learning

Job summary

Allegro is seeking a dedicated Administrative Assistant to join our Executive Office Team. You will provide comprehensive administrative support to our Executive Assistants, manage complex travel itineraries, handle invoices, and oversee document workflows across entities.

You’ll work closely with the Executive Office Manager and EAs to maintain organized agendas and drive special projects to completion. This role requires at least 2 years in an administrative role, strong English skills (B2+),

Qualifications

• Minimum 2 years of experience in an administrative support role, preferably in an international environment.
• English proficiency at least B2 level (written and spoken).
• Exceptional organizational and multitasking abilities with a proactive, independent work style.
• Strong communication skills and ability to collaborate across teams.

Responsibilities

• Provide primary administrative support to Executive Assistants and stakeholders.
• Organize complex domestic and international travel and logistics with meticulous attention to detail.
• Process invoices and coordinate expense reports with timely submission and compliance.
• Oversee signature and document workflows across entities with autonomy.
• Support team initiatives and company events, tracking progress to deadlines.
• Collaborate with EAs to align priorities and maintain organized agendas.
• Own special projects delegated by EAs and demonstrate initiative.
• Manage office supplies and inventory efficiently.

Skills

Administrative support

Travel coordination

Calendar management

Stakeholder communication

Job description

Short Description

We are seeking a dedicated and detail-oriented Administrative Assistant to join our Executive Office Team. In this key role, you will provide comprehensive administrative support to our Executive Assistants, contributing to the efficient and seamless operation of daily tasks.

Your main responsibilities:

• Act as the primary administrative support to the Executive Assistants and internal/external stakeholders
• Organize and manage complex domestic and international travel and logistics, ensuring a strong focus on detail, safety, and traveler convenience
• Handle invoice payments and coordinate expense reports, ensuring timely submission and compliance with minimal or no supervision
• Oversee signature and documentation workflows across all entities, ensuring timely execution and full process autonomy
• Collaborate with EAs and stakeholders to provide administrative support for team initiatives and company-wide events, tracking progress against deadlines
• Work closely with the Executive Office Manager and EAs to align priorities and maintain an organized, efficient agendas
• Take ownership of special projects delegated by the EAs, demonstrating initiative, accountability, and high attention to detail
• Manage office supply orders and inventory efficiently

This is the right job for you if:

• At least 2 years of experience in an administrative support role, preferably within an international environment
• English proficiency at a minimum B2 level (both written and spoken)
• Exceptional organizational skills with a proven ability to manage multiple priorities effectively
• High levels of independence in completing tasks and meeting deadlines
• Excellent communication skills, with the ability to build trust and foster collaboration across the organization
• A proactive, goal-oriented mindset, demonstrating initiative in every task
• A strong sense of responsibility and ownership in driving initiatives to successful completion
• Excellent interpersonal and communication skills, with an appreciation for diverse personalities, perspectives, and culture

What we offer:

• Flexible working hours in a hybrid model (4/1) - our hours can start between 7:00 a.m. and 10:00 a.m. We also have 30 days of occasional remote work.
• Long term discretionary incentive plan based on Allegro.eu shares (restricted stock units).
• Annual bonus based on your annual performance and company results.
• Well-located offices (with e.g. fully equipped kitchens, bicycle parking, terraces full of greenery) and excellent work tools (e.g., raised desks, ergonomic chairs, interactive conference rooms).
• A wide selection of fringe benefits in a cafeteria plan - you choose what you like (e.g. medical, sports or lunch packages, insurance, purchase vouchers).
• English classes that we pay for related to the specific nature of your job.
• A training budget, inter-team tourism and an internal learning platform where you will find multiple trainings.
• An additional day off for volunteering, which you can use alone, with a team, or with a larger group of people connected by a common goal.
• Social events for Allegro people - Spin Kilometers, Family Day, Fat Thursday, and many other occasions we enjoy.

goodtobehere means that:

• You will shape the future of e-commerce - creating innovative, pioneering solutions that set new market standards. We have over 21 million active buyers across 6 countries and collaborate with more than 164k Partners.
• You will join a team you can always count on - we have on board top-class specialists who have sharing knowledge, experience, and best practices in their DNA. Want to get to know them better? Listen to the Allegro Podcast.
• You will be part of a team that always aims to stay one step ahead of the market - we act quickly, dynamically, and at the highest level, because only then we can genuinely shape the future of e-commerce.
• You will build your own development path - with access to diverse business areas, large-scale international projects, internal mobility, inter-team tourism, and regular feedback from your manager, you will drive your growth.
• You will see that mistakes are opportunities to learn - we believe that no matter how well we execute, we can always get better.