Executive/Personal Assistant

Fenix Aerospace Llc; Madrid; Presencial; EUR 45.000 - 60.000; Jornada completa

Descripción de la vacante

Fenix Aerospace is seeking a highly organized Personal & Executive Assistant to the CEO based in Madrid. This role supports both business and personal responsibilities, handles confidential information, coordinates multiple priorities, and thrives in a fast-paced international environment.

The successful candidate will anticipate needs, own tasks, maintain calendar integrity, arrange domestic and international travel, and coordinate household and personal affairs with discretion and

Formación

• Strong organizational and time-management skills required.
• Excellent verbal and written communication in English and Spanish.
• Ability to handle confidential information and coordinate multiple priorities.

Responsabilidades

• Manage CEO's calendar, meetings, and travel arrangements.
• Coordinate with departments and external contacts; prepare materials for meetings.
• Handle both business and personal tasks with discretion and professionalism.

Conocimientos

Organizational skills

Time management

Discretion

Communication

Multitasking

Independent work

Interacting with executives

English fluency

Spanish fluency

Tech proficiency

Descripción del empleo

Position Overview

Fenix Aerospace is seeking a highly organized, proactive, discreet, and flexible Personal & Executive Assistant to the CEO based in Madrid, Spain. This position will provide support across both the CEO’s business and personal responsibilities. The ideal candidate must be comfortable working in a fast-paced international environment, handling confidential information, coordinating multiple priorities, and adapting quickly to changing needs. The role requires someone who can anticipate what needs to be done, take ownership of tasks, follow through without constant supervision, and maintain a high level of professionalism and confidentiality.

Mission

Provide high-level executive and personal support to the CEO by managing business activities, confidential matters, personal affairs, special projects, travel, scheduling, household coordination, and other executive or personal responsibilities as assigned. The objective is to help the CEO remain organized and focused on the company’s most important priorities while ensuring that both professional and personal matters are handled efficiently.

Key Responsibilities

• Executive & Business Support Manage the CEO’s calendar, meetings, appointments, and daily schedule. Coordinate meetings with executives, employees, customers, vendors, advisors, and other business contacts. Organize agendas, documents, and information needed for meetings. Follow up on important tasks and pending items on behalf of the CEO. Coordinate with different Fenix Aerospace departments when the CEO requires information, documents, meetings, or action. Assist with special projects and ensure deadlines and commitments are followed. Help organize company events, conferences, business dinners, and executive meetings. Handle sensitive company and executive information with complete discretion and confidentiality.
• Travel & Logistics Coordinate domestic and international business and personal travel. Arrange flights, hotels, transportation, reservations, and itineraries. Maintain organized travel schedules and documentation. Anticipate travel requirements and potential scheduling conflicts. Assist with last-minute changes and urgent travel needs when required.
• Personal Assistance Assist the CEO with personal appointments, reservations, errands, and other personal matters. Coordinate household-related activities and services when required. Assist with personal purchases, deliveries, appointments, and scheduling. Coordinate personal and family logistics when requested. Maintain organization of important personal documents, receipts, expenses, and records. Handle other personal responsibilities and requests assigned by the CEO.

Required Qualifications

• Must currently live in Madrid, Spain, or be willing to relocate to Madrid.
• Fluent English and Spanish are mandatory, both spoken and written.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities simultaneously.
• High level of professionalism and discretion.
• Comfortable handling both business and personal responsibilities.
• Strong attention to detail.
• Ability to work independently and solve problems.
• Comfortable interacting with senior executives and high-level business contacts.
• Strong computer and technology skills.
• Ability to handle confidential and sensitive information.
• Flexibility regarding schedules when urgent business or personal situations arise.
• Availability to travel when necessary.