Administrador/a de Fincas

Paul Marlex; Barcelona; On-site; EUR 35,000 - 50,000; Full time

Job summary

A dynamic professional services firm in Barcelona is seeking an organized, proactive Executive Assistant to provide comprehensive support to the CEOs. This multifaceted role includes managing the CEO's calendar, coordinating travel arrangements, and ensuring efficient office operations. The ideal candidate has a Bachelor’s degree, 5+ years in executive support, and strong communication skills in Spanish and English. This role values attention to detail and the ability to manage multiple projects effectively.

Qualifications

• Minimum of 5 years of experience in executive support.
• Proficient in project management software.
• Ability to work independently and in teams.

Responsibilities

• Manage CEO’s calendar and scheduling.
• Provide personal and administrative assistance to the CEO.
• Coordinate travel arrangements for the CEO.
• Support event planning and coordination.
• Act as liaison between CEO and teams.

Skills

Strong organizational skills

Excellent communication skills

Interpersonal skills

Problem-solving skills

Attention to detail

Ability to manage multiple projects

Proficiency in Microsoft Office

Project management software

Fluent in Spanish

Fluent in English

Knowledge of Catalan

Education

Bachelor's degree in business administration or related field

Job description

We are seeking a high‑organized, proactive, and detail‑oriented professional to take on a multifaceted role as Executive Assistant. This position provides comprehensive support to the CEOs and senior leadership team, while also ensuring smooth day‑to‑day coordination of executive office operations across locations.

Key responsibilities for this role include:

• Manage the CEO’s calendar, including scheduling meetings, coordinating internal and external appointments, and ensuring effective time management.
• Provide personal and administrative assistance to the CEO, acting as a trusted point of support in daily activities and priorities.
• Coordinate travel arrangements for CEOs, including bookings, itineraries, and follow‑up through corporate travel tools.
• Manage and track CEO‑related expenses, ensuring accuracy, compliance, and timely reporting.
• Support the planning, coordination, and execution of events involving CEOs and senior leadership.
• Act as a liaison between the CEO and internal teams, staff, and external stakeholders, ensuring clear and professional communication.
• Assist with internal and external communications on behalf of the CEO, including drafting emails and correspondence.
• Coordinate agendas and calendars for key staff members, ensuring alignment and efficient scheduling.
• Organize travel arrangements for staff members and provide logistical support as needed.
• Support the planning and coordination of staff and corporate events, including executive team and cross‑team events.
• Coordinate and manage events related to the CT team, ensuring logistics, agendas, and follow‑up actions are properly handled.
• Oversee and follow up on office management activities in Barcelona, Madrid and Valencia, ensuring consistency and operational efficiency.
• Provide backup support to key team members when required, ensuring continuity of service.
• Manage meeting room agendas and availability in the Barcelona office.
• Support accounting and administrative processes related to travel partners, including reconciliation and coordination with finance teams.
• Collaborate closely with internal departments to support smooth execution of projects and initiatives.
• Coordinate meetings, prepare agendas, take minutes, and follow up on action items to ensure timely completion.
• Handle special projects and additional responsibilities as assigned by the CEO or senior management.

Are you the person we are looking for?

• Bachelor’s degree in business administration, Project Management, or a related field.
• Minimum of 5 years of experience in a combination of executive support, experience working
• Strong organizational, communication, and interpersonal skills.
• Proven ability to manage multiple projects simultaneously and meet deadlines.
• Excellent problem‑solving skills and attention to detail.
• Proficient in Microsoft Office and project management software.
• Ability to work independently and as part of a team.
• Proficiency in Spanish and English. Catalan is a plus.

Teamwork: Ability to work effectively in a collaborative environment.

Communication: Socially adept with strong verbal and written communication skills.

Proactivity & Organization: Highly proactive with the ability to manage own workload and prioritize tasks effectively.

Attention to Detail: Meticulous and thorough in all aspects of work.

Intellectual Curiosity: A natural desire to learn and grow professionally.

Commitment & Flexibility: Dedicated and adaptable to changing needs.