Executive Assistant

Archroma; Jaén; Presencial; EUR 30.000 - 45.000; Jornada completa

Descripción de la vacante

A leading company in the industry is seeking an Executive Assistant based in Jaén, Spain. The ideal candidate will manage schedules, organize events, and assist in various administrative tasks while ensuring effective communication across teams. Applicants should possess strong multitasking abilities and fluency in both English and Spanish, alongside extensive experience in a global setting.

Formación

• 5+ years as an Executive Assistant in a global organization.
• Minimum 3 years supporting multiple executives.
• Experience in event coordination and presentation creation.

Responsabilidades

• Manage calendars and schedule meetings.
• Organize national and international travel.
• Prepare reports, emails, and company-wide communications.

Conocimientos

Fluency in English

Fluency in Spanish

Excellent communication skills

Organizational skills

Multitasking

Problem-solving

Time management

Event coordination

Advanced proficiency in MS Office

Experience with DocuSign

Educación

Associate degree

Herramientas

SAP

DocuSign

MS Office

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 :

Education & 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

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