To provide personal support and assistance to executive staff in a wide range of administrative duties.
Responsibilities / Key Tasks
Schedule Management : coordinate the schedule of the subsidiary’s Vice President (VP), prioritizing functions and appointments, ensuring that meetings, deadlines presentations and other duties of the executive office are carried out seamlessly.
prepare expenses reports when needed.
Executive Team Liaison : serve as the liaison between the subsidiary’s executive office and its executive team; facilitate communication, plans events, distribute information, draft agendas and schedule meetings.
Speeches and Presentations : to write and prepare draft correspondence, speeches and presentations from the executive office.
To serve as the liaison between the VP and outside business organizations and industry associations.
Gatekeeping : to screen phone calls, to take requests for meetings and to coordinate various aspects of interdepartmental communication as necessary.
To receive and interact with incoming visitors; to liaise with internal staff at all levels
To maintain inventory and office supplies; anticipate office needs; evaluate new office products; place and often expedite orders when necessary
Marketing & Communication Dept Administrative Support : provide administrative support to the Marketing and Communication Departments such as travel arrangements, expenses reports, to control some hr administrative tasks such as holiday’s follow-up, organise meetings, etc
REQUIREMENTS FOR THE ROLE
Proven experience as an executive administrative assistant or in other secretarial position; usually at least 5 years’ experience providing support at a high level.
University Degree; additional qualification as personal assistant would be considered an advantage
Languages : Spanish, Catalan
Proficiency in English
Being able to maintain confidentiality and exercise discretion is essential
Attention to detail and accuracy : must be reliable enough that VP can have the confidence that tasks will be taken care of correctly and on time.
Executive assistants must also have a willingness to learn.
Communication skills : High level verbal and written communications skills
Exemplary planning and time management skills. The executive assistant’s job is fast-paced, with many responsibilities : it’s essential to stay organized and to manage time and workspace.
Strong problem-solving skills and be assertive in challenging situations. Autonomous, with initiative : so judgment, or the ability to make sound decisions without supervision, is important.
We expect the executive assistant to anticipate or recognize problems and refer them immediately to the right person for resolution.
Computer literacy is vital to the role and because technology changes constantly, must be comfortable adapting to new equipment.
Adaptability and flexibility
Specific Knowledge required :
Excellent knowledge of MS Office
Up-to-date with advancements in office gadgets and applications