Administrative Assistant

Administrative Assistant - Keyfactor (Hybrid)

Keyfactor, a global leader in machine identity management and public key infrastructure (PKI), is seeking a detail-oriented Administrative Assistant to support efficient office operations in their Barcelona, Spain office. This hybrid role is perfect for a mid-level professional looking to contribute to a company rooted in trust and identity-first security.

About Keyfactor:
Keyfactor empowers organizations to establish and maintain digital trust at scale. Trusted by over 1,500 companies worldwide, Keyfactor is recognized as a Best Place to Work for its commitment to innovation and its people.

About the Position:
The Administrative Assistant will manage a range of administrative duties, providing essential support to ensure the smooth and efficient operation of the office. This role involves taking on more complex tasks, including project management and process improvement initiatives.

Job Responsibilities:

• Manage complex administrative tasks, including project management and process improvement initiatives.
• Serve as a primary point of contact for departmental staff, offering guidance on administrative matters.
• 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 supplier and customer portal registrations and information updates.
• Support homologation processes and customer tenders by coordinating documentation and requirements.
• Oversee the administration of company benefits, liaising with providers.
• Coordinate contract management between the legal team and customers.
• Support the contract renewal process by ensuring proper documentation, filing, and compliance.
• 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 customer 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.

Compensation:
Salary will be commensurate with experience.

Culture, Career Opportunities and Benefits:
Keyfactor fosters a culture of continuous improvement, entrepreneurial spirit, and creativity. You will be challenged daily with opportunities for personal and professional growth. Benefits include:

• Second Fridays (company-wide day off, with exceptions for Nov/Dec 2025).
• Comprehensive global benefits coverage.
• Generous paid parental leave globally.
• Competitive time off globally.
• Employee-focused initiatives (Key Contributors & Culture Committees).
• DIVERSE Commitment for inclusivity.
• Keyfactor Alliance Program for DEIB efforts.
• Wellbeing resources (allowance, mindfulness app, Wellness Wednesdays).
• Global Volunteer Day and company non-profit matching.
• Monthly talent development and cross-functional meetings.
• Regular All Hands meetings and group gatherings.

Our Core Values:
Trust, Customer Focus, Continuous Innovation, Agility, Respect, and Teamwork are central to how Keyfactor operates.