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Head of Administration
Insignia Lifestyle Services s. r. o.
Digital Park, Einsteinova, Petržalka
full-time, trade licence
From 4 000 EUR/month
Information about the position
Job description, responsibilities and duties
We are seeking an outstanding Head of Administration to lead and coordinate all corporate administrative functions across the Group.
Position Summary
The Head of Administration is responsible for ensuring that all administrative operations of the Group function efficiently and to the highest professional standards. The successful candidate will oversee corporate travel, transportation, telecommunications, executive meetings, and administrative support across multiple international offices.
This role requires an energetic, highly organised, detail-oriented professional capable of working in a fast-paced international environment while supporting senior executives and Board members.
Key Responsibilities
Executive Travel & Accommodation
Organise all international business travel for Directors, Executives and employees.
Manage flight bookings, visas, hotels, executive residences and special travel requirements.
Negotiate preferred corporate rates with airlines, hotels and travel partners.
Ensure cost efficiency while maintaining premium service standards.
Handle urgent travel changes and emergency arrangements.
Transport Management
Coordinate executive transfers worldwide.
Manage company vehicles across all Group offices.
Oversee leasing, rentals, maintenance and insurance of corporate vehicles.
Coordinate chauffeur services and VIP transportation.
Telecommunications
Manage all corporate mobile phone and landline services across the Group.
Negotiate agreements with telecommunications department in the Group.
Monitor telecommunications costs and optimise service quality.
Ensure uninterrupted communication services for all clients and offices.
Board & Committee Administration
Organise and supervise Board of Directors, Executive Committee and Budget Committee meetings.
Coordinate agendas, meeting materials and logistics.
Coordinate meetings across multiple international offices and time zones.
Office Administration
Develop and improve administrative policies and procedures.
Manage office suppliers and service providers.
Lead and develop the administration team.
Budget & Cost Control
Prepare and manage the administration budget.
Monitor departmental expenditure.
Negotiate contracts with external suppliers.
Identify opportunities for operational improvements and cost efficiencies.
Reporting
Prepare monthly reports for Executive Office
Monitor administrative KPIs.
Recommend operational improvements.
Participate in strategic corporate projects.
Employee perks, benefits
Be part of one of the most prestigious international companies, known for delivering exceptional service and luxury experiences to high-net-worth clients around the world for almost 30 years.
We are committed to your professional growth. With ample opportunities for advancement, you’ll have the support to develop your skills and progress in your career.
25 days of paid vacation to relax and recharge.
Get special discounts on flights and hotel bookings for your personal vacations.
We’re a dog-friendly office! If you’re a dog lover, feel free to bring your furry friend along for a fun and relaxed office vibe.
We love to celebrate with making/ bringing good food to the office, BBQ at the balcony or go together to great restaurants.
Information about the selection process
Requirements for the employee
The job is suitable for:
Minimum education required
Language skills
Experience in the position/sector
Number of years of experience
Personality requirements and skills
Essential Requirements
Minimum 5 years of management experience in administration within a government institution, multinational corporation, international financial institution, or a large private company.
Excellent written and spoken English.
Strong organisational and project management skills.
Excellent communication and negotiation abilities.
Ability to manage multiple priorities in a fast-paced international environment.
High level of professionalism, integrity and confidentiality.
Strong leadership skills with a hands-on approach.
Preferred Qualifications
University degree in Business Administration, Management, Public Administration or a related field.
Experience supporting Boards of Directors and Executive Committees.
Experience managing international travel programmes and corporate administration across multiple jurisdictions.
Personal Qualities
Young, ambitious and career-oriented.
Hard-working and highly disciplined.
Proactive and solution-oriented.
Results-driven with exceptional attention to detail.
Flexible, adaptable and able to work under pressure.
Professional, discreet and service-oriented.
Advertiser
Brief description of the company
We are more than a service provider; we are curators of extraordinary experiences and stewards of wealth and lifestyle. Our philosophy is rooted in bespoke service, granting our clients exclusive access to the finest in luxury, emerging trends, and a global network of distinguished partners and industry specialists.
Headquartered in London, with a growing presence across the Globe our reach enables us to offer unparalleled solutions across all aspects of luxury and financial management. Innovation is at our core, and our clients’ satisfaction is the driving force behind everything we do.
At Insignia, we foster a culture of independent thinking, assertiveness, and collaboration, where each team member is empowered to contribute to our continued success and the delivery of extraordinary results.