Executive Administrative Assistant

Omnitel; Madrid; Presencial; EUR 34.000 - 36.000; Jornada completa

Descripción de la vacante

Omnitel seeks an Executive Administrative Assistant in Madrid to support a senior leader with complex calendar management and proactive administrative oversight. The role requires meticulous organization and the ability to handle multiple tasks with discretion.

Responsibilities include coordinating meetings and events, arranging domestic and international travel, processing expense reports, and managing internal processes (MyOrder, Purchase Orders, invoices).

Formación

• 3+ years of administrative experience supporting high-level executives.
• Proficient in Microsoft Office 365 (Excel, Word, PowerPoint) and Teams.
• Excellent written and spoken English; highly organized with multi-tasking ability.

Responsabilidades

• Manage executive calendar and schedule with high-level manager.
• Coordinate meetings/events, book rooms, and catering.
• Plan and coordinate domestic and international travel end-to-end.
• Process LT expense reports.
• Create data management plans using MS tools.
• Draft communications for high-level managers.
• Assist with internal processes (MyOrder, Purchase Orders, invoices).
• Help host business guests and resolve customer requests.

Conocimientos

Proactive

Discreet

Strong communicator

Organized

Multi-tasking

Herramientas

MS O365

MS Teams

Excel

Word

PowerPoint

Descripción del empleo

For one of our main international customers we are looking for a Executive Administrative Assistant.

General Data:

• Type of contract: Indefinite
• Hours: 08:00 - 17: 00h / Flexibility (40 hours)
• Location: Madrid (Spain)
• Start Date: 1st of September 2024
• Salary range : 34K-36K

Typical Day in the Role:

• Makes administrative decisions and requests on behalf of high-level manager to provide complex calendar management.
• Proactively manages logistics for business group meetings/events (booking meeting rooms, catering services)
• Planning & Coordinate domestic and international travel plans end to end .
• Reconciles LT expense reports .
• Ownership of internal processes, including MyOrder – creating Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement.
• Uses diplomacy and professionalism to draft communications for high-level manager.
• Creates data management plans and manages data by using the advanced features of Microsoft products/tools.
• Develops a deep knowledge of the overall business group strategy, and acts as an information resource to the business group.
• Anticipates and removes administrative roadblocks and makes timely decisions across the business group.
• Directly resolves customer requests and hosts business guests.
• Skills: All qualifications of an Admin Assistant, plus 3-5 years executive support. Writing skills: ability to draft emails on behalf of high-level managers intended for senior level managers. Must be very organized, with a strong ability to multi-task as well as be a strong communicator. English spoken and writing skills needed. High Intermediate level. Previous Microsoft experience preferred.

Requirements:

• Needs to have experience with MS O365, MS Teams, Excel, Word, PowerPoint.
• Proactive
• Discreet – Working directly with leadership team managing agenda’s
• End to end process management
• Problem solving
• At least 3+ years of Administrative experience supporting high level executive and a team as well with proven skills in Microsoft Office products.