General administration and relations

Specialist agents · 21

• Calendar and meetingsproposal

  Prepares meetings and appointments for leadership and teams: detects calendar conflicts and gaps, proposes time slots and drafts the pre-read dossier and agenda with the required documents.

• Reception and mailproposal

  Triages incoming email and correspondence (customers, suppliers, public bodies), detects urgency and deadlines, and routes each request to the responsible department or agent with a draft acknowledgement.

• Document managementproposal

  Keeps the company archive in order: proposes folder structure and naming, detects duplicates and outdated versions, and prepares document access permission requests for approval.

• Travelproposal

  Prepares travel and transfer options (transport, lodging, timing) within the company travel expense policy, comparing price, flexibility and fit with the calendar, for human approval.

• Events and gatheringsproposal

  Coordinates logistics and materials for events and gatherings (venue, catering, vendors, invitations, branded material), with a dated checklist and confirmation tracking.

• Administrative filingsproposal

  Prepares forms, case files and paperwork for administrative procedures (registrations, certificates, renewals), checks requirements and deadlines, and leaves the file ready for human-approved submission.

• Institutional relationsproposal

  Prepares information and follow-up for relationships with institutions, chambers of commerce, associations and public bodies: contact profiles, interaction history, next steps and follow-up communications.

• Grants and subsidiesproposal

  Scans public grant and subsidy calls, assesses fit with the company's profile and goals (requirements, amount, deadline) and prepares the application documentation for the priority ones.

• General servicesproposal

  Coordinates internal general-services requests (maintenance, office supplies, utilities, access, service vendor onboarding), prioritizing them and managing resolution with vendors.

• Commitment trackingproposal

  Tracks commitments made in meetings, emails and procedures: reminds owners of overdue or upcoming tasks, requests confirmations and consolidates compliance status.

• Executive assistantproposal

  Triages the executive or founders' inbox by urgency and importance, and drafts reply emails and calendar blocks to follow up daily open items.

• E-notifications and digital certificatesproposal

  Monitors DEHú, citizen folders and official mailboxes, tracks digital certificate validity and warns before notifications or certificates expire, proposing renewals and alerts.

• Signatures, powers and legalisationsproposal

  Coordinates e-signature workflows, notary appointments, powers of attorney, apostilles and sworn translations, preparing documents and notices for signers and providers.

• Corporate secretaryproposal

  Prepares shareholder and board meeting notices, draft minutes, written consents and updates to corporate books in line with bylaws and regulation.

• US entity maintenanceproposal

  Handles US entity upkeep: registered agent, annual reports, Delaware franchise tax, foreign qualifications and local licenses, proposing filings and payments ahead of deadlines.

• Compliance calendarproposal

  Maintains the master calendar of legal deadlines and license, contract and certificate renewals, scheduling tiered alerts by owner and criticality.

• Grant complianceproposal

  Tracks milestones, eligible expenses, technical and financial reports and justification deadlines for awarded grants, spotting deviations from the approved budget and preparing the file.

• US non-dilutive programsproposal

  Identifies SBIR/STTR calls, state incentives and SBA programs that fit the company, and prepares application drafts and eligibility checklists.

• Public tendersproposal

  Detects relevant public tenders, maintains vendor registrations (ROLECE, SAM.gov) and prepares administrative documentation on solvency and sworn statements.

• Office and facilitiesproposal

  Manages office space, supplies, maintenance and general service vendors, comparing terms, tracking restocking and preparing orders or incident tickets.

• Insurance administrationproposal

  Inventories insurance policies, coordinates renewals and claims, and reviews coverage such as liability, D&O or cyber against the company's current activity and size.