Executive Assistant

Dragons Group; Barcelona; Presencial; EUR 35.000 - 52.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Remote Fridays

Three weeks remote per year

Wellhub wellness

Premium coffee at office

Language classes

Descripción de la vacante

Dragons Group in Barcelona seeks an Executive Assistant to the Founder to manage day-to-day operations, calendar scheduling, travel logistics, and executive support. The role emphasizes proactive coordination, discretion, and strategic alignment with growth initiatives.

The ideal candidate thrives in a fast-paced, startup-style agency environment, with fluency in Spanish and English, strong organizational skills, and an AI-first mindset to drive efficiency and effectiveness across

Formación

• Bachelor's degree preferred or equivalent experience.
• Fluent in English and Spanish with excellent written and verbal communication.

Responsabilidades

• Proactively manage the Founder’s inbox and calendar.
• Coordinate meetings with clients and prospects and prepare summaries.
• Organize domestic and international travel with detailed itineraries.
• Support leadership and agency operations, including Town Halls and events.
• Maintain CRM records and track business development activities.
• Create and update presentations aligned with brand standards.

Conocimientos

Executive support

Calendar management

Travel planning

AI mindset

Educación

Bachelor's degree preferred

Herramientas

Microsoft Office

Descripción del empleo

We are Dragons, a global creative agency working with bold brands to build cultural relevance, connection, and long-term impact through strategy-led creativity.

We bridge digital and creative thinking, developing innovative work across skincare, healthcare, fashion, lifestyle, FMCG, and more. Our international teams in the US and Barcelona deliver results through smart strategy, sharp creativity, and meticulous execution.

About the role

Reporting directly to the Founder, this role provides comprehensive executive, operational, business development, and personal support. The Executive Assistant will serve as a trusted partner, ensuring seamless day-to-day operations, maximizing productivity, and enabling strategic business growth through proactive coordination and an AI-first approach.

Key Responsibilities

Executive Support & Calendar Management

• Proactively manage the Founder’s inbox, including triaging communications, drafting responses, escalating priorities, and ensuring timely follow-up.
• Coordinate meetings with existing clients and new business prospects, managing scheduling based on agreed next steps across calendar and email communications.
• Maintain an accurate, optimized calendar, ensuring time is aligned with business priorities and growth objectives.
• Provide a daily summary of outstanding actions, key decisions, and communications requiring attention.

Travel Management

• Coordinate domestic and international travel arrangements, including flights and accommodation, ensuring alignment on travel plans and maximizing the value of each trip.
• Maintain a comprehensive annual travel overview and planning schedule.
• Create and manage detailed travel itineraries and documentation for every trip.
• Maintain an organized repository of travel-related information, confirmations, accounts, and access details.
• Optimize travel strategies by leveraging loyalty programs, points, and cost-efficient booking options.

Leadership & Agency Operations

• Coordinate and manage direct-report 1:1 meetings, including agenda management and tracking action items.
• Support leadership team operations through meeting coordination, agenda planning, and scheduling.
• Organize company Town Halls, consolidating input from stakeholders and ensuring smooth execution.
• Coordinate internal engagement initiatives that strengthen company culture, including welcome breakfasts, CEO lunches, team gatherings, and other employee experience activities.

Growth & Business Development Support

• Maintain and update CRM records in HubSpot, integrating with Apollo and enriching prospect data ahead of meetings.
• Track business development actions and ensure follow-up communications are sent in a timely manner.
• Manage the submission of applications for industry conferences, awards, speaking opportunities, and relevant events.
• Prepare briefing materials and contact strategies ahead of conferences and networking events to maximize business impact.
• Identify relevant public tenders, pitches, and procurement opportunities, coordinating submissions and ensuring deadlines are met.

Presentation & Content Support

• Create and update presentations by leveraging existing materials and coordinating with design teams when required.
• Ensure presentation assets are accurate, professional, and aligned with brand standards.

Expense & Hospitality Management

• Manage and submit expenses in accordance with company policies, including guidance on US and Ventures-related expenses.
• Build and maintain a network of preferred venues, restaurants, and suppliers for client entertainment and internal meetings.
• Develop and manage hospitality standards that reflect the Dragons Group brand and client experience expectations.
• Establish and maintain professional in-office meeting standards to ensure an exceptional client experience.

Personal & Household Administration

• Oversee administrative matters across two residences, including maintenance, repairs, purchasing, vendor coordination, and deliveries.
• Schedule, manage, and adjust personal appointments as required.

Ways of Working

• Adopt an AI-first mindset, proactively identifying and implementing AI-powered solutions to improve efficiency, productivity, accuracy, and execution across all responsibilities.
• Demonstrate exceptional organization, discretion, attention to detail, and proactive problem-solving.
• Operate with a high level of autonomy while maintaining clear communication and alignment with priorities.

Key Success Factors

• Highly proactive and resourceful, with a strong sense of ownership.
• Able to anticipate needs and solve problems before they arise.
• Exceptional organizational and project management skills.
• Strong written and verbal communication abilities.
• Comfortable managing both executive-level business priorities and personal administrative matters.

Key Requirements

• Bachelor's degree preferred, or equivalent work experience.
• Proven experience as a personal/executive assistant, preferably in a start-up or small agency environment.
• Fluency in both Spanish and English, with excellent written and verbal communication skills in both languages.
• AI-first mindset, with a genuine curiosity for emerging technologies and a proactive approach to leveraging AI to drive productivity, efficiency, and better ways of working.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Excellent time management skills and ability to multitask and prioritize work.
• Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Discretion and confidentiality when handling sensitive information.
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Adaptability and willingness to take on new challenges and responsibilities as needed.
• A valid driving license (ideal, not a must).

Languages

• Spanish (highly recommended)
• Any other languages are a plus.
• Remote flex Fridays from 8:00 AM to 3 PM.
• Three weeks of remote work per year.
• Summer working hours across July and August (9:00 AM to 4.00 PM).
• Free English & Spanish classes to boost your global communication skills.
• Access to Wellhub, a wellness platform offering a wide range of fitness and wellbeing options.
• Flexible retribution plan for meals, transport and childcare.
• Holidays: 22 working days + 3 days established by the collective agreement + national and local public holidays.
• Bright, spacious offices in the heart of Barcelona, with unlimited premium coffee.
• Global playground, cutting-edge tools and trend-driven culture.

At Dragons Group, we are dedicated to creating a workplace that values diversity, equity, and inclusion. We welcome candidates from all backgrounds and strive to build an environment where every individual feels empowered and respected.