Executive Assistant to the CPO and CTO

Swissport; Madrid; On-site; EUR 42,000 - 62,000; Full time

Job summary

Talantir in Madrid seeks an executive assistant to provide comprehensive support to the Chief People Officer and Chief Transformation Officer. The role demands proactive calendar management, travel planning, and seamless coordination of internal and external meetings.

You will support HR and Transformation functions, coordinate major committee meetings, and help drive company-wide initiatives. Fluency in English is required, with 6+ years of EA experience preferred.

Qualifications

• 6+ years of experience as a Personal Assistant or Executive Assistant in a high-growth environment.
• High proficiency in Microsoft Office applications (Outlook, Word, Excel, PowerPoint).
• Ability to manage sensitive matters with diplomacy and sound judgment.
• Strong multitasking and attention to detail, with confidentiality.
• Excellent time management and organisational skills.
• Fluency in English is required.

Responsibilities

• Manage and coordinate the CPO’s and CTO’s calendars, including international travel planning and bookings.
• Coordinate internal and external meetings, including Board and committee meetings.
• Provide day-to-day administrative support across HR and Transformation.
• Coordinate NRC Committee meetings (4–5 per year).
• Lead and support company-wide initiatives and leadership meetings.
• Monitor and control administrative processes, including expenses and system access.
• Attend meetings, take minutes, and manage action items.
• Act as Office Manager to ensure smooth operation in Madrid.
• Prepare and draft management presentations and reports.
• Handle internal and external correspondence with discretion.

Skills

Executive support

MS Office

English fluency

Time management

Diplomacy

Discretion

Communication

Multitasking

Job description

Job Summary

We are seeking a responsible, proactive, energetic, and highly professional Executive Assistant to provide comprehensive organizational and administrative support to our Chief People Officer (CPO) and Chief Transformation Officer (CTO).

Job Responsibilities

• Manage and coordinate the CPO’s and CTO’s complex calendars, ensuring seamless meeting logistics, including international travel planning, itineraries, and bookings.
• Coordinate internal and external meetings, including Board and committee meetings.
• Provide day-to-day administrative and operational support across the HR and Transformation functions.
• Coordinate the NRC Committee meetings (4–5 per year).
• Lead and support company-wide initiatives such as internal conferences, leadership meetings, team offsites, and other corporate events.
• Ensure diligent monitoring and control of administrative processes, including expense tracking, systems access, and vacation approvals for the team.
• Attend meetings as required, take minutes and action items, and manage follow-ups.
• Act as Office Manager to ensure the smooth operation and organization of the Madrid.
• Prepare and draft management presentations and reports.
• Manage internal and external correspondence, including handling sensitive and confidential information with discretion.

Qualifications And Competencies

• 6+ years of experience as a Personal Assistant or Executive Assistant in a high-growth environment, ideally supporting C-level executives.
• High proficiency in Microsoft Office applications, particularly Outlook, Word, Excel, and PowerPoint.
• Ability to quickly understand complex situations and proactively manage sensitive matters with diplomacy and sound judgment.
• Strong multitasking and prioritization skills, with exceptional attention to detail, quality, and confidentiality.
• Hands-on, collaborative team player who thrives in an international and fast-paced environment.
• Excellent time management, organizational, and planning skills.
• Strong verbal and written communication skills.
• Fluency in English is required.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive list of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.