Executive Assistant to General Counsel and VP

The Opportunity

Location: Barcelona
Mission: To provide personal support and assistance to executive staff in a wide range of administrative duties.

What you'll get to do

• Schedule Management: coordinate the schedule of the General Counsel and the VP, prioritizing functions and appointments, ensuring that meetings, deadlines, presentations and otherduties of the executive office are carried out seamlessly.
• Travel Management:  make travel arrangements for the General Counsel and the VP (and, on the occasion, of other team members), coordinating flights, accommodations and other itinerary specifics; prepare expenses reports when needed.
• Events Organization: Support in the organization and set up of conferences and events with the management of invitation process to internal and external attendants, travel arrangements and venue selection
• Presentations: to write and prepare draft correspondence and presentations from the executive office.  
• 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, including coordination with IT support teams to rapidly solve any incidents with the tools used by General Counsel and VP.
• To maintain inventory and office supplies; anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
• Budget management: open PO’s for the services contracted to outside lawyers (and other occasional providers) by the legal team, supervise the invoices received and include them in the accounting process and in the follow-up charts and monitor and resolve incidents with payment.
• Signatures collection: for legal documents that require wet signature from signatories based in Barcelona, coordinate with their assistants the collection of signatures.

We'd love to meet you if you have

• Experience: Proven experience as an executive administrative assistant or in other secretarial position; usually at least 3 years’ experience providing support at a high level.
• Education: University Degree. Additional qualification as personal assistant would be considered an advantage
• Languages: full command of English & Spanish (French is a plus)
• Competencies: Being able to maintain confidentiality and exercise discretion is essential.
  Attention to detail and accuracy: must be reliable enough that General Counsel and 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
• Specific Knowledge: full command of Excel and Power Point. General Financial Knowledge is a plus. 

A few things you'll love about us