Executive Assistant

Ernesto Ventós; Sant Just Desvern; On-site; EUR 30,000 - 48,000; Full time

Benefits offered by this job

Health Insurance

Remote work day

Language courses

Casual spaces

Meal subsidy

Paddle tennis

Job summary

Ventós Group in Sant Just Desvern near Barcelona seeks an Executive Assistant to directly support the Europe & Asia Managing Director, coordinating daily administrative and operational tasks. You will manage calendars, meetings, travel, and prepare reports and presentations while supporting the Sales team with orders and documentation and maintaining internal databases.

The role includes using AI tools to boost efficiency and adopt new digital platforms.

Qualifications

• Minimum 2 years of experience in related functions.
• Training in international trade or related field.

Responsibilities

• Provide direct assistance to Europe & Asia Managing Director, coordinating daily administrative and operational activities.
• Coordinate schedules, meetings and travel arrangements for the MD and team.
• Prepare reports, presentations and other business materials.
• Support Sales with order entry, documentation and follow-ups for accurate processing.
• Maintain and update internal databases with order details and business information.
• Leverage AI tools such as ChatGPT to optimize processes and boost efficiency.

Skills

Multitasking

Organizational skills

Proactive mindset

Spanish

English

Tech savvy

Education

International trade training

Tools

ChatGPT

AI tools

Job description

Ventós Group is an international company specialized in the distribution and production of Essential Oils & Aroma Chemicals with the Head Quarters located in Sant Just Desvern, Barcelona, Spain. The group has 10 subsidiaries around the world.

We believe our people are our most important asset, so we'll offer you a dynamic international working environment with constant opportunities for development.

Currently we need to reinforce our team by incorporating an Executive Assistant.

Your Role

• Provide direct assistance to the Europe & Asia Managing Director, helping coordinate daily administrative and operational activities.
• Coordinate schedules, meetings and travel arrangements, ensuring smooth and efficient day-to-day planning.
• Assist in preparing reports, presentations and other business materials.
• Perform other administrative and organizational tasks, contributing to the smooth running of daily operations.
• Provide administrative support to the Sales team, assisting with sales order entry, order documentation and internal follow-ups to help ensure accurate and efficient order processing.
• Maintain and update internal databases with accurate order details and relevant business information.
• Leverage AI tools such as ChatGPT and other digital platforms in day-to-day tasks to optimize processes, improve efficiency and identify smarter ways of working.

Your Skills and Experience

• Previous and recent experience (at least 2 years) in functions related
• Training in international trade or other relevant fields
• Languages: High level Spanish and English.
• Strong organizational and multitasking skills
• Comfortable with new technologies and digital platforms, with a genuine interest in exploring and adopting new tools.
• Proactive and detail-oriented mindset

Additional Information

We offer a benefits package which includes:

• Option to work remotely 1 whole day and 2 afternoons per week
• Free language classes depending on the needs and other training courses
• Health Insurance
• Common spaces for after work activities
• Meal and breakfast service partially subsidized by the company
• Corporate paddle tennis court for employees and family members