Office Manager

ELLIS Alicante is a non-for-profit private research foundation located in Alicante. It is focused on responsible and human-centric Artificial Intelligence (IA) for Social Good. Hence, it is also known as the Institute of Humanity-centric AI. ELLIS Alicante aims to be an international reference in AI research by and for people, by focusing on three areas of fundamental research in the intersection between humans and AI: 1) AI that understands us; 2) AI that interacts with us; 3) AI that we trust.

It is part of the European network of 41 ELLIS units in Europe, being the only unit devoted exclusively to AI for Social Good. Furthermore, ELLIS Alicante is the only ELLIS unit created from scratch, with the spirit of a scientific startup. It was launched thanks to the vision, commitment, and generous financial support of the Generalitat Valenciana. It is also funded by other public and private institutions, including the European Commission, the Banc Sabadell Foundation, Intel Corporation and Nippon Gases. The Foundation’s work has won major awards including the 500k XPRIZE Pandemic Response Challenge by Cognizant (2021) and the Social Innovation Award (2022).

JOB PURPOSE

ELIS Alicante is seeking a highly organized, detail-oriented, and proactive Office Manager to lead all aspects of office management and administrative support. This pivotal role ensures that ELLIS Alicante functions smoothly, efficiently, and in full compliance with internal procedures and external requirements. The Office Manager will work closely with the Director and Head of Operations of the Foundation, taking ownership of day-to-day administration, communication and events, bookkeeping, and general record-keeping, supporting staff, visitors, partners, collaborators and senior leadership with professionalism and care.

This is an on-site in Alicante hands-on position that combines management with active execution of key tasks in the absence of additional administrative support.

KEY RESPONSIBILITIES

  • General oversight of the overall functioning of the office and coordination with reception and building services.
  • Logistics and inventory management, including supplier relations and supply control.
  • Administrative and personnel support, including common clerical duties as well as travel arrangements, onboarding/offboarding of personnel and visitors, meeting coordination, and document management.
  • Keeping administrative, financial, and personnel records up to date.
  • Support in report and other content writing.
  • Support in identifying relevant calls and grants and in proposal preparation.
  • Management of internal and external communications, including social media and newsletters.
  • Planning and logistics of institutional and academic events.
  • Support in managing institutional relations.
  • Support in managing European projects and international networks.
  • Ensuring compliance with data protection regulations, occupational risk prevention, and basic accounting practices.

REQUIRED QUALIFICATIONS

Educational Background and Work Experience

  • Bachelor’s degree in Economics, Business Administration, Accounting, Management, International Relations, or a related field.

  • Fluency in both Spanish and English (written and spoken).

  • Minimum of 3 years of experience in office management, administration, finance, operations, or similar functions.

  • Familiarity with Spanish accounting practices and relevant legal compliance.

  • High proficiency in Microsoft Office (especially Excel, Word, Outlook), OneDrive, Canva, MailChimp, Slack, Google Workspace, and social media platforms.

  • Experience with accounting or business management systems or ERPs, such as Odoo.

  • Knowledge of analytics, reporting, task and project management tools is highly desirable.

  • We value:

    o Experience working in a research environment and/or foundations or NGOs.

    o Experience managing projects from the European Commission.

    o Experience organizing events and managing institutional relationships.

Skills and Characteristics

  • Deep commitment to the ELLIS and ELLIS Alicante’s mission and core values.
  • Excellent verbal, presentation, written and interpersonal communication skills.
  • Outstanding customer service skills and strong team player with the ability to build and maintain strong relationships.
  • Ability to build strong relationships across diverse groups of internal and external stakeholders, and to facilitate consensus.
  • Capacity to work as part of a collaborative and entrepreneurial team within a dynamic and growing organization.
  • Excellent judgement, tact and diplomacy.
  • Pro-active, self-motivated and solution-oriented.
  • Discretion and reliability in handling sensitive or confidential information.

WORKING AT ELLIS ALICANTE

We are focused on hiring and developing great people, giving them autonomy, and maintaining high expectations to help team members grow. Our core values are:

  • We strive for excellence and pursue our mission with passion.
  • We embrace calculated risks and new approaches. We have an entrepreneurial spirit that welcomes innovation, diversity of ideas, and out-of-the-box thinking.
  • We are truthful, fair, and trustworthy in all aspects of our work. We hold ourselves and our partners to the highest ethical standards. We trust you will too.
  • We understand that our ultimate success depends on that of our partners and funding agencies. Your humility will be key to building trusted and authentic relationships.
  • We value each of our team members as individuals but believe that we achieve the greatest results by working together.
  • We encourage enjoyment at work as a key element to foster creativity and motivation.

COMPENSATION

Compensation is commensurate with experience and education. The annual target salary range will be competitive and will depend on seniority and experience.

ELLIS Alicante offers an attractive working environment in Alicante, a Mediterranean city with mild year-long weather and outstanding quality of life. The Candidates must have permanent authorization to work in Spain.

START DATE

ELLIS Alicante seeks candidates who can start by October 1st, 2025.

APPLICATION INSTRUCTIONS

To apply, please fill our your application before August 31st, 2025 here