Graduate Program - Office Management & Executive Support

Puig SL; Cataluña; On-site; EUR 40,000 - 60,000; Full time

Job summary

Puig SL is seeking a Graduate Program participant to support the EA of the Chief Consumer & AI Acceleration in Barcelona. You will manage the executive calendar, coordinate international meetings, and assist with travel and expenses while supporting team logistics.

The role focuses on office administration, event support, and budget tracking under the guidance of the Executive Assistant. Fluency in English and Spanish is advantageous.

Qualifications

• Experience supporting C-level executives in an international environment.
• Strong calendar, travel and expense management capabilities.
• Ability to coordinate meetings across time zones and multiple teams.

Responsibilities

• Executive calendar management and coordination for the Chief C&AI Acceleration.
• Arrange travel and logistics, including flights and accommodations.
• Prepare travel expenses and coordinate with Finance on payments.
• Coordinate meetings, room bookings and catering for the Barcelona team.
• Support office operations to ensure a seamless executive workspace.
• Assist with budget tracking and PO management under guidance.

Skills

Executive support

Calendar management

Travel coordination

Budget management

Office administration

Education

University degree

EA/PA certification

Tools

MS Office

PowerPoint

Excel

Outlook

SAP

Concur

Teams

SharePoint

Job description

Graduate Program - Office Management & Executive Support

Barcelona, B, ES

Provide support as Graduate Assistant to the EA of the Chief Consumer & AI Acceleration and Team.

Executive Calendar Management

• Support the EA with Managing and coordinating the Chief C & AI Acceleration's complex calendar, prioritizing meetings, business reviews, strategic initiatives, travel, and key deadlines.
• Ensure seamless coordination of internal and external meetings across multiple time zones.
• Anticipate scheduling conflicts and proactively optimize the executive agenda under the guidance of the EA.

Travel Management

• Support the EA Coordinate flights, accommodation, transportation and travel logistics for the Chief C & AI Acceleration.
• Support the EA prepare and process travel expenses in accordance with company policies.

Team & Meeting Coordination

• Support the team based in Barcelona with room bookings, catering requirements, gifts for suppliers and any adhoc requests.

Events & Offsite Organization

• Support the EA with organiszing town halls, workshops and offsite events for the Consumer organization.
• Welcome visitors and ensure an outstanding executive experience. Greet visitors on behalf of the team and ensure meeting room set up is seamless.
• Support the Chief C & AI AccelerationOffice with requests whilst she is in the Barcelona office. Ensure her office s booked out on the days she is there. Occasional coffee and lunch runs for the Chief C & AI AccelerationOffice. Ad hoc requests from the Chief C & AI AccelerationOffice.

Budget & Purchase Order Management

• Support budget administration for the Consumer organization under the guidance of the EA.
• Raise Purchase Orders (POs), monitor invoices, follow up on payments and coordinate with Finance to resolve any issues under the guidance of the EA.

Office Administration

• Coordinate office requirements and ensure the executive office operates efficiently.
• Manage office supplies and anticipate administrative needs.
• Coordinate with IT and Facilities to ensure all executive tools and workspaces function effectively.

Administrative Support

• Coordinate document approvals, signature collection and administrative processes requiring executive review.
• Maintain confidential files and documentation with the highest level of discretion.

Experience

• Previous entry level of experience as an Executive Assistant supporting C-level executives or senior leadership in an international environment.
• Previous experience supporting commercial, growth, marketing or business leadership teams is highly desirable.

Education

• University degree.
• Additional certification as an Executive or Personal Assistant is considered a plus.

Languages

• Fluent English (written and spoken).
• Spanish is a strong advantage.
• Outstanding organizational and planning skills.
• Strong ability to prioritize and manage multiple priorities simultaneously.
• High level of confidentiality, integrity and discretion.
• Excellent communication and interpersonal skills.
• Proactive mindset with strong problem-solving capabilities.
• Attention to detail and commitment to excellence.
• Ability to work independently in a fast-paced and international environment.
• Flexibility and adaptability to changing business priorities.

Technical Skills

• Advanced knowledge of Microsoft Office, particularly PowerPoint, Excel and Outlook.
• Experience with SAP, Concur and collaboration tools (Microsoft Teams, SharePoint, etc.) is an advantage.
• Financial acumen for budget tracking and expense management is desirable.