Office & Admin Assistant in Barcelona, Connecticut at Zynap

About Zynap

Zynap is redefining how companies defend themselves in cyberspace, building the first AI agent workflow platform for preventive cybersecurity.

Our AI-driven platform acts as the operational brain for security teams, automating what slows them down, connecting what’s fragmented, and transforming threat intelligence into proactive defense. By combining offensive security, threat intelligence, and AI agents, Zynap helps organizations detect faster, respond smarter, and prevent threats before they spread. Join us in shaping the future of cybersecurity, where anticipation, foresight, and action redefine protection.

As our Office & Admin Assistant, you’ll be the heartbeat of our Barcelona HQ, the person who keeps the office running smoothly and the team feeling at home. You’ll work closely with the Finance team to support day-to-day administration, office logistics, and team experience initiatives. If you love bringing structure to chaos, anticipating needs before they arise, and creating an environment where great work happens, this role is for you.

• Be the go-to person for everything office-related: keep the workspace organized, welcoming, and well-stocked.

• Manage relationships with suppliers, building management, cleaning services, and external vendors.

• Coordinate office supplies, equipment, and IT logistics (laptops, accessories, welcome kits) in collaboration with the IT team.

• Welcome visitors, candidates, and new hires — making sure their first impression of Zynap is a great one.

• Support executive and team scheduling: calendar coordination, travel bookings, accommodation, and expense reports.

• Process invoices, purchase orders, and basic bookkeeping tasks in collaboration with Finance.

• Plan and run team events, offsites, birthdays, celebrations, and other moments that build our culture.

• Help onboard new joiners: workspace setup, welcome kits, first-day logistics, and orientation support.

• Keep internal documentation, contact lists, and operational trackers up to date.

• Jump in on cross-functional projects (HR, Finance, Marketing) wherever an extra pair of hands makes a difference.

• 1–3 years of experience in office management, administrative support, executive assistance, or a similar role.

• Fluent in Spanish and English (written and spoken). Catalan is a plus.

• Strong organizational skills with the ability to juggle multiple priorities without dropping the ball.

• Comfort working with digital tools: Google Workspace or Microsoft 365, Slack, Notion, expense management platforms.

• Detail-oriented, proactive, and resourceful — you don’t wait to be told what to do.

• Discretion and professionalism when handling confidential information.

• Based in Barcelona and able to work from our office on a hybrid schedule.

Nice-to-Haves

• Previous experience in a startup or fast-paced tech / SaaS environment.

• Familiarity with HR tools (e.g., Factorial, HiBob) or basic accounting / invoicing software.

• Event planning or community-building experience.

• Knowledge of the Barcelona vendor and supplier ecosystem.

• Interest in cybersecurity, AI, or technology in general.

Soft Skills

• Hands-on, can-do attitude — no task is too big or too small.

• Strong ownership: you treat the office and the team as if it were your own.

• Empathy and a people-first mindset.

• Calm and resourceful under pressure.

• Curiosity and eagerness to learn and grow with the team.

• Competitive salary aligned with your experience.

• Private health insurance.

• Annual learning & development budget.

• Regular team events, offsites, and team-building activities.

• The chance to join an early-stage, well-funded cybersecurity startup with real impact and room to grow.

1. Intro interview with the Finance team.

2. Final interview with the leadership team.

Ready to keep the engine running while we build the future of cybersecurity? We’d love to hear from you.