Executive assistant Madrid

Purpose of the Role

Provide comprehensive administrative and operational support to the department by managing information, documentation, and office coordination activities, including handling confidential matters when required. The role also supports corporate communications, protocol-related activities, and contributes to the efficient organization of the area’s daily operations and administrative processes.

Knowledge & Experience

Languages

• Fluent in Spanish and English
• Knowledge of a third language is considered an asset

Technical Knowledge

• Proficient in Microsoft Office Suite, especially:
  • Word
  • Excel
  • PowerPoint
  • Outlook
• Familiarity with additional office and administrative tools

Skills & Competencies

• Strong planning, organizational, and time-management skills
• Excellent communication and interpersonal abilities
• High attention to detail and accuracy
• Flexible, adaptable, and versatile approach to work
• Proactive mindset with strong initiative
• Team-oriented with a results-driven attitude

Key Responsibilities

• Prepare reports, presentations, and documentation based on management instructions
• Perform administrative and system-related tasks, including:
  • Procurement processes (shopping carts and purchase orders)
  • Expense reports
  • Corporate credit card reconciliation
  • Invoice verification, approval, and payment follow-up
• Manage internal and external communications, including phone calls and correspondence
• Welcome and assist visitors and new employees in a professional manner
• Maintain and organize digital and physical document repositories, including filing, scanning, shipping, reception, and distribution activities
• Coordinate meetings, manage calendars, reserve meeting rooms, and support videoconference setup
• Facilitate coordination and communication across departments
• Support the organization of internal and external events
• Arrange business travel and manage travel expense reporting
• Provide additional administrative support and carry out tasks assigned by management within the scope of the role