Executive Assistant

Noatum Maritime; Barcelona; Presencial; EUR 30.000 - 40.000; Jornada completa

Descripción de la vacante

An international maritime services provider located in Barcelona is seeking an Executive Assistant to manage calendars, coordinate travel, and serve as a key point of contact for stakeholders. The ideal candidate will have at least 3-5 years of experience in administrative support and be fluent in English and Spanish (minimum C1). Responsibilities include maintaining confidential files, assisting with projects, and implementing process improvements. This role offers a permanent contract and diverse benefits, including training and a flexible remuneration plan.

Servicios

Permanent contract

Ticket Restaurant

Flexible remuneration plan

Afternoon off on birthday

Continuous training

Diverse work environment

Formación

• Fluent in English and Spanish minimum C1.
• 3-5 years of experience in Executive Assistance or Senior Administrative Support.
• Advanced skills in calendar and travel management.

Responsabilidades

• Manage complex executive calendars and travel arrangements.
• Serve as primary point of contact for stakeholders.
• Maintain confidential files and process expense reports.
• Assist with special projects and track key initiatives.
• Identify and implement process improvements.

Conocimientos

Communication and collaboration skills

Proactive problem solving

Organizational and time management abilities

Attention to detail

Educación

Administration, Management, or related field studies

Herramientas

Microsoft Office Suite

Calendar and travel management tools

Document management systems

Descripción del empleo

Overview

Noatum Maritime Services operates as local agents in ports, acting as the eyes and ears on the ground in over 857 ports across 128 countries. Offering a broad range of Port Services, Commercial Liner Services, Ship Services, and Specialized Services, Noatum Maritime Services supports clients by connecting the dots through their value chain from load port to discharge port.

Our clients include Cargo Owners, Traders, Miners, Oil Majors, Ship Owners, Ship Operators, and Ship Managers, handling a wide array of goods and vessel types such as containers, dry bulk, breakbulk, project cargo, crude oil, refined products, natural gas, and passengers.

Noatum Maritime Services differentiates itself through specific domain knowledge, local relationships, understanding of local nuances and risks, and the ability to leverage the assets and scope of services within their broader ecosystem to provide value-added solutions to clients.

Responsibilities

• Executive Calendar & Travel Management: Manage complex executive calendars, schedule meetings, and coordinate appointments across multiple time zones. Organize domestic and international travel arrangements, including visas, itineraries, and accommodations. Anticipate scheduling conflicts and proactively resolve them to optimize executive time.
• Communication & Stakeholder Coordination: Serve as the primary point of contact between the executive office and internal/external stakeholders. Draft, review, and manage correspondence, reports, and presentations with a high degree of accuracy. Coordinate logistics for meetings, events, and conferences, including agenda preparation and minute-taking.
• Administrative Operations & Office Management (20% of time): Maintain confidential files, records, and documentation in compliance with company policies. Process expense reports, invoices, and procurement requests for the executive office. Support onboarding and administrative needs for new team members within the division.
• Project & Task Support: Assist with special projects, research, and data collection as assigned by senior management. Track progress on key initiatives and provide status updates to executives. Liaise with cross-functional teams to ensure timely completion of assigned tasks.
• Continuous Improvement: Identify and implement process improvements to enhance administrative efficiency. Ensure compliance with company policies, confidentiality requirements, and regulatory standards. Stay updated on best practices in executive support and maritime industry developments.

We Offer

• Permanent contract.
• Ticket Restaurant.
• Access to a flexible remuneration plan (medical insurance, transport…)
• Afternoon off on your birthday.
• Continuous training in our Corporate University (Learning Platform).
• Being part of a dynamic team with global impact.
• A diverse work environment, with daily contact with people from different countries.

At Noatum, we ensure equality and non-discrimination on the basis of sex, race, religion, disability, age, and sexual orientation in our recruitment processes. Our goal is to make the most of people’s abilities in all their diversity, avoiding any form of discrimination.

Minimum Requirements

• Administration, Management, or related field studies will be valued.
• Advanced in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, MS Teams).
• Calendar and travel management tools (Advanced).
• Document management and digital filing systems (Intermediate).
• Fluent in English and Spanish minimum C1. Additional languages (e.g. Arabic or French) are a plus.
• 3-5 years of experience in Executive Assistance or Senior Administrative Support.
• Excellent communication and collaboration skills.
• Proactive approach to problem solving, adaptability and proactivity.
• Organizational and time management abilities.
• Attention to detail and high level of discretion.

Noatum Maritime