Regional Admin and Operations Manager

Your Role: 

The role is pivotal in ensuring the smooth and efficient running of the Regional Operations Team. This role provides comprehensive administrative support to the Vice President of Regional Operations. The role holder will manage schedules, organize meetings, coordinate travel, and support project administration, ensuring effective communication and collaboration across multiple time zones and regions. 

What You’ll Do: 

Executive Support 

• Provide high-level administrative support to the VP for Global Operations, including calendar management, meeting coordination, and email correspondence.
• Support the Regional Leadership team by managing their schedules, coordinating meetings, and handling travel arrangements.
• Prepare and edit correspondence, presentations, and reports on behalf of the VP. 

Meeting and Event Coordination 

• Schedule and organize meetings, conferences, and regional team events, ensuring all logistics are managed e.g., venue booking, video conferencing setup, catering, etc.
• Prepare meeting agendas, materials, and minutes, and follow up on action items.
• Coordinate quarterly and annual strategy meetings, ensuring participation within the region. 

Travel and Expense Management 

• Arrange complex international travel itineraries for the VP, including flights, accommodation, ground transportation, and visa requirements.
• Process travel expenses, ensuring timely submission and reimbursement in line with company policies.
• Review and sign off for credit card transactions (Brex) for the entire leadership team in line with budget.  

Communication and Liaison 

• Act as the primary point of contact between the Regional Operations leadership and internal/external stakeholders.
• Facilitate clear and consistent communication across the global operations teams, ensuring all parties are informed and aligned.
• Manage information flow within the team, ensuring that critical updates are communicated promptly. 

Project Support 

• Assist in the delivery of key regional projects, providing administrative support and ensuring deadlines are met.
• Track project deliverables, maintain project documentation, and coordinate with various departments to ensure smooth project execution.
• Support regional initiatives by collaborating with local teams and ensuring alignment with global strategies. 

Document and Data Management 

• Maintain and organize digital files, in line with set policies, ensuring all relevant documents are accessible and up-to-date.
• Prepare and manage documentation for internal and external audits, ensuring compliance with global policies.
• Develop and maintain databases and tracking systems for various operational needs. 

Administrative Support 

• Manage day-to-day administrative tasks including finance and HR for the region.
• Assist with the onboarding of new team members, including coordination of equipment, system access, and introductory training sessions.
• Support the VP with ad hoc administrative tasks as needed.

What Makes a Great Candidate: 

• Bachelor’s degree in business administration, International Relations, or equivalent
• Fluency in English and Italian
• A minimum of 3 years of experience in an administrative or coordination role, preferably in a global or multinational environment
• Experience supporting senior executives and managing complex schedules and travel arrangements
• Experience in working with diverse identities 

Core Strengths: 

• Interpersonal Skills: Ability to build strong relationships with colleagues across different regions and levels of the organization
• Time Management: Excellent ability to prioritize tasks and manage time effectively in a fast-paced, dynamic environment
• Adaptability: Comfortable working in a flexible environment and adjusting to changing priorities
• Attention to Detail: Precision in managing tasks and producing high-quality work
• Confidentiality: Maintains the highest level of confidentiality regarding sensitive information

We believe great talent comes in many forms and that there is no one size fits all in hiring. If you feel you may be a great fit for this role but do not check all of the boxes, we encourage you to apply and show us why you're the right candidate for this position.  

Who We Are: 

At CEA CAPA, we believe studying and interning abroad is a transformative experience. By immersing themselves in new cultures, our students gain valuable skills and perspectives that shape their futures.  

We’re proud to be a recognized sector leader, known for our delivery of impactful academic, professional and cultural experiences. This is achieved through our dedicated global team who provide comprehensive guidance, instruction, support and resources to maximize the benefit of our students’ time abroad. 

A sense of belonging is central to CEA CAPA’s mission. We foster a work environment that values diversity and is free from bias. Our hiring practices are based on professional qualifications, skills and competence. 

With a footprint that spans 53 cities in 20 countries across Europe, Latin America and Australia our 450 strong global workforce deliver exceptional cultural experiences abroad to over 7,000 students per year. 

Our commitment to creating a sense of belonging means we welcome individuals of all abilities, ages, citizenships, educations, ethnicities, family statuses, gender identities, genders, genetic information, languages, marital status, military experiences, political views, pregnancy, races, religions, sexes, sexual orientations, socioeconomic statuses, and work experiences and therefore we encourage applicants from diverse lived experiences to apply.  

Note: This role profile is intended to provide an overview of the key responsibilities and qualifications for the position. It is not exhaustive, and the role holder may be required to undertake additional tasks and duties, as necessary and in line with evolving business needs. Any proposed permanent modifications to this role profile will be made in consultation with role incumbents, and relevant stakeholders in accordance with applicable policies and legislative requirements.