Executive Assistant

Archroma; Navarra; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

An established industry player is seeking a highly organized Executive Assistant to support leadership teams and manage critical administrative tasks. This role involves coordinating travel, managing confidential documentation, and facilitating communication across various stakeholders. The ideal candidate will thrive in a fast-paced environment, possess excellent organizational and communication skills, and be fluent in both English and Spanish. Join a dynamic team where your contributions will enhance operational efficiency and support key initiatives in a collaborative setting.

Formación

• 5+ years of experience as an Executive Assistant in a global organization.
• Fluency in English and Spanish is required.

Responsabilidades

• Serve as the main administrative point of contact for clients and stakeholders.
• Organize national and international travel and manage expense reports.
• Plan and coordinate internal and external events and initiatives.

Conocimientos

Fluency in English

Fluency in Spanish

Organizational Skills

Communication Skills

Time Management

Problem-Solving

Multitasking

Event Coordination

SAP Experience

MS Office Proficiency

Educación

Associate Degree

5+ years as Executive Assistant

Herramientas

SAP

DocuSign

MS Office

SharePoint

Teams

Descripción del empleo

• Serve as the main administrative point of contact and key information source for clients, internal and external stakeholders, leadership teams, and associates.
• Manage calendars, schedule meetings, and coordinate video / phone conferences.
• Handle confidential documentation, correspondence, and follow-up actions.
• Prepare reports, emails, texts, presentations, and company-wide communications.
• Track HR global team holidays and manage email distribution lists.
• Responsible for managing and overseeing DocuSign processes across EMEA, ensuring proper execution of digital signatures and compliance with company policies.

Travel & Expense Management :

• Organize national and international travel, including visa and passport arrangements.
• Process and track expense reports, ensuring timely resolution of issues.

Event & Initiative Coordination :

• Plan and organize internal / external events, Client Events, Events HR initiatives, and diversity & inclusion campaigns.
• Manage partnerships with stakeholders and coordinate leadership participation in industry events.

Communication & IT Support :

• Maintain internal SharePoint sites, Teams spaces, and company newsletters.
• Draft, edit, and distribute official communications, presentations, and reports.
• Approve IT access requests and manage signatures via DocuSign.
• Process purchase requests and manage invoices for HR-related costs.

Talent & Training Support :

• Assist in organizing training programs and development initiatives.
• Support recruitment and coordination of interns.

Cross-Functional Collaboration :

• Work closely with other executive assistants and internal teams to ensure seamless operations.

REQUIRED SKILLS AND EXPERIENCE :

• Associate degree or 5+ years of experience as an Executive Assistant in a global organization.
• Minimum 3 years supporting multiple executives.

Key Skills :

• Highly efficient, flexible and quick, with a clear separation of planning responsibilities.
• Fluency in English and Spanish (written & spoken).
• Experience with SAP for travel expenses and office purchase orders.
• Excellent communication and organizational skills.
• Ability to handle confidential information with discretion.
• Strong multitasking, problem-solving, and time management abilities.
• Advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint).
• Experience in event coordination and presentation creation.
• Ability to thrive in a fast-paced, high-demand environment.
• Positive attitude and strong team collaboration skills.
• Willing to respond to phone calls outside of regular working hours when needed.
• Experience with DocuSign.