Administrative Assistant @ Keyfactor

Administrative & Executive Assistance (1)

About Keyfactor

Our mission is to build a connected society, rooted in trust, with identity-first security for every machine and human. Keyfactor helps organizations move fast to establish digital trust at scale — and then maintain it. With decades of cybersecurity experience, Keyfactor is trusted by more than 1,500 companies across the globe. We are proud to continually earn recognition as a Best Place to Work, and we achieve that through our amazing people who cultivate our culture as we grow. We hope you will trust your future with Keyfactor!

Title: Administrative Assistant

Location: Spain; Barcelona

Experience: Mid Level

Job Function: Administration

Employment Type: Full-time

Industry: Computer and Network Security

About the position

The Administrative Assistant manages administrative duties and provides support to ensure efficient office operations. This role will support our Redtrust team based out of Barcelona and Madrid.

The position is based in Barcelona office, we have a hybrid work model with minimum of 2 days in the office. Applicants must hold a valid Right to Work in Spain.

Job Responsibilities

Prepare and edit documents, reports, and presentations using Microsoft Office or similar software.
Organize and maintain electronic and physical filing systems, with a strong focus on managing the registration and information updates in supplier and customers portals, ensuring data accuracy and compliance.
Support in the homologation processes and customers tenders, coordinating documentation and requirements to meet deadlines effectively.
Oversee the administration of company benefits, maintaining direct contact with providers to ensure effective management.
Coordination between the legal team and customers for contract management.
Supporting the renewal process by ensuring that all required documentation is properly signed, filed, updated, and compliant, maintaining accurate records that fully support the process.
Handle the maintenance and updates of Salesforce software, ensuring data integrity and system optimization.

Minimum Qualifications, Education, and Skills

High school diploma or equivalent.
Familiarity with office management systems and software.
Proficiency in document preparation, editing, and formatting.
Familiarity with Salesforce or other CRM systems is highly desirable.
Proven experience in direct customers interactions, demonstrating strong communication and customer service skills.
Strong problem-solving and decision-making skills.
Ability to handle confidential information with discretion.
Capacity to work independently and collaboratively as part of a team.
Fluent in English, verbal and written
Fluency in Portuguese will be preferred.

Compensation

Salary will be commensurate with experience. 

Culture, Career Opportunities and Benefits

We build teams that continually strive to get better than the day before. You will be challenged daily and given opportunities to grow personally and professionally. We balance autonomy and structure to create an entrepreneurial environment to spur creativity and new ideas. 

Here are just some of the initiatives that make our culture special:  

Second Fridays (a company-wide day off on the second Friday of every month minus November and December of 2025 due to the Holiday schedule). Please note that this benefit is subject to change.
Comprehensive benefit coverage globally.
Generous paid parental leave globally.
Competitive time off globally.
Dedicated employee-focused ambassadors via Key Contributors & Culture Committees.
DIVERSE Commitment, a call to action for a more inclusive and diverse future in business, society, and technology.
The Keyfactor Alliance Program to support DEIB efforts.
Wellbeing resources, wellness allowance, mindfulness app free membership, Wellness Wednesdays.
Global Volunteer Day, company non-profit matching, and 3 volunteer days off.
Monthly Talent development and Cross Functional meetings to support professional development.
Regular All Hands meetings – followed by group gatherings.

Our Core Values

Our core values are extremely important to how we run our business and what we look for in every team member:  

Trust is paramount.  

We deliver security software and solutions where trust and openness are of the highest importance for our customers. We are honest and a trusted partner in every aspect of business.  

Customers are core.  

We strategize, operate, and execute through a customer-centric view. We prioritize the security interests of our customers, and we act as if their data were our own.  

Innovation never stops, it only accelerates.  

The speed of change is accelerating. We are committed, through investment and focus, to stay ahead of the innovation curve.  

We deliver with agility.   

We thrive in high-paced and continually changing environments. We navigate through newly added variables, adjust accordingly, while driving towards our strategic goals.  

United by respect.   

Respect for all is what unites us. We promote diversity, inclusivity, equity, and acting with empathy and openness, both in our business and in our communities.  

Teams make “it” happen.  

Vision and goals are not individually achievable – they require teamwork. We pride ourselves in operating as a cohesive team, creating promoters and partners, and winning as one.  

Keyfactor is a proud equal opportunity employer including but not limited to veterans and individuals with disabilities. 

REASONABLE ACCOMMODATION: Applicants with disabilities may contact a member of Keyfactor’s People team via [email protected] and/or telephone at 1.216.785.2990 to request and arrange for accommodations at any time.

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