Specialist, Office Operations & Travel Support

About the role

Grade Level (for internal use): 08 The Team: The Executive & Operations Support team delivers exceptional customer service to senior leadership while providing essential operational support to employees across our global offices. We act as a strategic partner, ensuring alignment between S&P Global employees and the organization's overarching goals. Our focus is on enabling efficiency, fostering collaboration, and driving excellence in every interaction. The Impact: We are seeking a self-motivated, proactive, and highly organised individual with exceptional problem-solving abilities and a strong commitment to delivering outstanding customer service to join our team as Specialist, Office & Operations Support. As part of the S&P Global Market Intelligence (MI) Executive & Operations Support (EOS) organisation, this role combines local office operations support in Gdansk, with global travel coordination. The position offers a dynamic blend of office administration, operational coordination, executive support and travel management, providing variety and impact in a fast-paced, collaborative environment. In this role, you will play a key part in ensuring the smooth day-to-day running of office operations and travel services, directly enhancing employee experience and enabling business continuity across the region.

Responsibilities

• Partner with site leadership, facilities and other stakeholders to provide operational support to ensure the successful functioning of the office.
• Act as a primary contact for internal and external visitors. Manage office access, and agenda planning. Oversee and support all aspects of meetings and events - catering, logistics, materials, AV/Zoom setup, room configuration and visitor hosting.
• Serve as the first point of contact for general office queries (e.g. people team queries, operational information), ensuring consistency and availability of information for employees. Facilitating communication in situations that require coordination between teams.
• Support processes for new hires, transfers, and leavers, including staff access cards, T&E, corporate credit cards and other essential guidance.
• Collaborate with internal teams to align priorities, streamline processes, and ensure timely delivery of activities
• Provide remove operational support to MI employees across the EMEA region as needed.
• Coordinate end-to-end travel arrangements for employees, including flights, accommodation, and ground transport for global leaders
• Act as the primary point of contact for travel and visa support, ensuring timely processing and resolving any issues pre-, during, and post-travel
• Liaise with embassies, consulates, and travel vendors to secure documentation, confirm bookings, resolve issues, and negotiate rates
• Provide guidance on company travel policies, ensuring compliance and consistent application of standards
• Build and maintain strong relationships with internal stakeholders and external vendors to support seamless service delivery
• Prepare reports and analyse travel data to support decision-making
• Maintain accurate documentation and continuously update workflow procedures
• Identify opportunities to improve office and travel processes, contributing to more efficient and effective ways of working.
• Pay close attention to detail, proactively identifying issues and ensuring high-quality delivery across all activities.
• Collaborate effectively with colleagues across teams, contributing to shared goals and maintaining a strong service-oriented mindset.
• Communicate clearly and professionally with a range of stakeholders, adapting approach to different situations.
• Flexible to work 2-3 days per week in the office, with additional presence as required.

Requirements

• Basic Required Qualifications:
• Fluent in English (written and spoken)
• Bachelor's degree or equivalent relevant experience in office administration, operations, and travel support.
• Proven experience managing corporate travel and coordinating events, including vendor engagement and budget oversight.
• Strong knowledge of travel processes, visa requirements, and corporate travel policies
• Proficiency in travel booking systems (FCM, Concur), visa platforms, and Microsoft Office (Outlook, Teams, Word, Excel); Zoom Webinar experience is a plus.
• Highly organised with strong time management skills; able to manage multiple priorities in a fast-paced, global environment.
• Excellent communication and stakeholder management skills, with a collaborative and professional approach.
• Strong attention to detail and ability to handle confidential information with discretion.
• Adaptable and solutions-focused, with the ability

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