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Executive Assistant


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Posted on 11 November, 2020

Madrid, Spain

Long term



An Executive Assistant provides comprehensive support to corporate executives including scheduling and planning meetings or events, coordinating travel, preparing and maintaining expense reports, preparing business letter correspondence, and effectively managing all essential tasks using excellent organizational and communication skills. As an Executive Assitance, you must be able to work a flexible schedule to accommodate travel logistics, international time-zones and/or special requests.


– Recommend, coordinate and schedule national and international travel accommodations for members of the department to meet their business and personal needs via a travel agency or online scheduling system
– Prepare and maintain expense reports to reimburse company expenses
– Coordinate calendar availability for internal and external attendees to schedule meetings, conference calls, business meals and catering utilizing Outlook calendar or via phone, keeping in mind various time zone differences
– In charge of all aspects and logistics of the preparation and execution of executive meetings including full management and delivery of catering, agendas, clean-up and other duties as needed
– Perform general clerical duties for the department to include but not limited to office organizational filing and file system maintenance, photocopying, faxing, scanning, mailing, binding presentations, lunch-time phone coverage and assisting with the filing of deadline-driven proposals as needed
– Prepare, and execute business letter correspondence on behalf of their needs as generally dictated, and maintain tracking database of incoming and outgoing business letters that require or have initiated correspondence
– Communicating with vendors, requesting proposals, negotiating pricing, and assist in finalizing all details and arrangements for such events
– Arrange, schedule and secure conference speaking opportunities for the executives, providing photo, bio, and other information while coordinating networking opportunities during conferences with other attendees using Outlook email or phone
– Develop and maintain relationships with other internal and external assistants to secure future meetings, calls, and events
– Serve as back-up to the administration team as needed
– Perform other duties and responsibilities as assigned

Habilidades y experiencia

– International Executive Assistant Course, bachelor’s degree or similar education.
– 4 to 7+ years of experience with coordinating events, calendars, travels arrangements, expense reporting, office management, and administrative duties
– High level of English. It will be used daily.
– Computer proficiency, especially with Microsoft Excel, Outlook calendar, Word and PowerPoint and other PC based programs

Professional Qualities:
– Proactively and effectively manage tasks and strict deadlines with independence
– Ability to interact with executives, upper-level managers, and external vendors
– Must be able to multitask, problem solve and implement innovative processes within a fast-paced environment
– Superior organizational and planning skills
– Superior writing and verbal communication skills, particularly technical report writing skills

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