Executive Assistant

Traveltechessentialist; Madrid; Presencial; EUR 40.000 - 60.000; Jornada completa

Descripción de la vacante

A global travel technology company in Madrid is seeking an experienced Executive Assistant to support senior leaders. The role involves managing complex calendars, organizing meetings, and handling confidential information. Ideal candidates should have over 10 years of administrative experience, proficiency in Microsoft Office, and exceptional organizational skills. The company offers a supportive work environment and comprehensive benefits. This is a unique opportunity to thrive in a fast-paced global organization.

Servicios

Generous time-off

Parental leave

Career development resources

Exciting travel perks

Formación

• Must have experience in a global organization.
• High level of discretion and confidentiality is required.
• Advanced skills in Microsoft Office are essential.

Responsabilidades

• Manage complex calendars and travel arrangements.
• Organize team meetings and events.
• Handle confidential information with care.

Conocimientos

Organization

Interpersonal skills

Confidentiality

Microsoft Office proficiency

Communication

Educación

10+ years administrative experience

5+ years supporting senior executives

Herramientas

Basecamp

SharePoint

Workday

Microsoft Office Suite

Descripción del empleo

Expedia Group brands power global travel for everyone, everywhere. We design cutting‑edge tech to make travel smoother and more memorable, and we create groundbreaking solutions for our partners. Our diverse, vibrant, and welcoming community is essential in driving our success.

Why Join Us?

To shape the future of travel, people must come first. Guided by our Values and Leadership Agreements, we foster an open culture where everyone belongs, differences are celebrated and know that when one of us wins, we all win.

We provide a full benefits package, including exciting travel perks, generous time‑off, parental leave, a flexible work model (with some pretty cool offices), and career development resources, all to fuel our employees' passion for travel and ensure a rewarding career journey. We’re building a more open world. Join us.

About the Role

You’ll support two or more VPs by keeping their work moving smoothly and helping their teams stay organized and connected. You love helping leaders be their best, building strong relationships, and creating structure that helps everyone work more efficiently.

You’ll juggle multiple tasks, make decisions quickly, anticipate needs before they come up, and remove roadblocks. You should be great at planning, organizing, and pulling together presentations that come from different sources. You’ll work with people across many teams and time zones, so being flexible and collaborative is key.

This role includes managing calendars, creating presentations, organizing team meetings and events, and handling complex international travel and expenses. Prior Executive Assistant experience supporting senior leaders is required.

What You’ll Do

• Handle many incoming requests and know what info the team will need ahead of time.
• Use tools like Basecamp, SharePoint, Workday, and Streams to organize and share information.
• Keep files and documents organized, stored properly, and deleted safely when needed.
• Plan and coordinate team events, both onsite and offsite, including food, rooms, and logistics.
• Support team engagement activities and help make them run smoothly.
• Check your work against goals and make changes when something isn't working.
• Take on new challenges that help you grow and support the team.
• Learn the company structure, teams, and terminology.
• Make sure there’s calendar and admin coverage when you or others are out.
• Balance multiple projects without losing track of important details.
• Spot inefficient processes and suggest simple, scalable improvements.
• Schedule meetings with awareness of everyone’s time and workload.
• Track deadlines and follow up to make sure nothing slips.
• Act as the main point of contact for communications—emails, messages, and other correspondence.
• Attend offsite meetings and take notes when needed.
• Manage daily schedules and personal appointments for executives.
• Coordinate all travel: flights, hotels, check‑ins, transportation, visas, etc.
• Maintain team calendars and help ensure the VP’s schedule supports the team’s needs.
• Build strong working relationships across the company and with external partners.
• Handle confidential information with care.
• Work closely with other EAs to plan ahead for big scheduling needs.
• Process expenses, set up vendors, and manage credit card reconciliations.
• Help with invoicing and purchasing for vendors not paid by credit card.
• Support special projects as they come up.

Additional Responsibilities

• Provide full administrative support to senior executives.
• Act as the first point of contact for escalated issues and help resolve them.
• Communicate with people at all levels inside and outside the company.
• Manage inboxes, calendars, phone calls, and other communication channels.
• Coordinate extensive travel and handle complex expense reports.
• Process invoices and purchase orders, and help track budgets, headcount, org charts, and office space.
• You may supervise other administrative staff.
• Create reports and presentations using information from multiple internal and external sources.
• Manage very busy calendars across multiple time zones.
• Plan and run small and large meetings or events, including logistics, budgets, and note‑taking.
• Write and edit communication materials for executives.
• Support office moves and overall space planning.

Qualifications

This multi‑faced position requires an administrative professional with a minimum of 10+ years administrative experience within a global organization. The ideal candidate will have a minimum 5 years’ experience directly supporting a senior level executive in a fast‑paced, results‑oriented environment. Due to the high level of confidentiality issues in this environment, this position requires someone with the highest level of ethics, good judgment and common sense. Requirements also include advanced Microsoft Office skill (Word, Excel, PowerPoint, Access, and Outlook), strong editing/proofreading skills, exceptional organizational, communication and interpersonal skills. The selected candidate must be a team player with sound judgment, discretion, tact, demonstrated ability to maintain confidential information, and the ability to work independently. A high level of professionalism, strong attention to detail and ability to multitask are also required. Candidates must thrive under pressure while being able to maintain a positive, pro‑active attitude. Demonstrated abilities in confidentiality, initiative, judgment, discretion and managing multiple tasks are essential.

Work Experience and Education Guidelines

Core Competencies

• Requires judgment and creativity to manage schedules.
• Ability to communicate effectively with high level contacts both inside and/or outside the company even when dealing with highly sensitive or confidential situations.
• Ability to use informal channels and develop own networks to achieve faster work results for the team.
• Ability to subtly persuade.
• Must be extremely polished and present a professional image.

Accommodation requests

If you need assistance with any part of the application or recruiting process due to a disability, or other physical or mental health conditions, please reach out to our Recruiting Accommodations Team through the Accommodation Request.

We are proud to be named as a Best Place to Work on Glassdoor in 2024 and be recognized for award‑winning culture by organizations like Forbes, TIME, Disability:IN, and others.

Expedia Group's family of brands includes: Brand Expedia®, Hotels.com®, Expedia® Partner Solutions, Vrbo®, trivago®, Orbitz®, Travelocity®, Hotwire®, Wotif®, ebookers®, CheapTickets®, Expedia Group™ Media Solutions, Expedia Local Expert®, CarRentals.com™, and Expedia Cruises™.

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Employment opportunities and job offers at Expedia Group will always come from Expedia Group’s Talent Acquisition and hiring teams. Never provide sensitive, personal information to someone unless you’re confident who the recipient is. Expedia Group does not extend job offers via email or any other messaging tools to individuals with whom we have not made prior contact. Our email domain is @expediagroup.com. The official website to find and apply for job openings at Expedia Group is careers.expediagroup.com/jobs.

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