Personal Assistant

SITA Switzerland Sarl; Barcelona; Hybrid; EUR 32,000 - 47,000; Full time

Benefits offered by this job

Flex Week: Work from home up to 2 days

Flex Day

Flex-Location: up to 30 days location

Employee Wellbeing

Professional Development

Competitive Benefits

Job summary

SITA Group in Barcelona is seeking a proactive Personal Assistant to provide shared support to the Leadership Team. This role goes beyond diary management, protecting leadership time and coordinating across SITA and selected external stakeholders.

You will manage complex calendars, arrange travel, prepare briefings, track actions, and support recurring executive processes. Fluent English and strong discretion are essential, with a proven ability to build trusted cross-functional relationships.

Qualifications

• At least 3 years as a Personal Assistant, Executive Assistant or similar.
• Highly organised, proactive and able to take ownership.
• Strong judgment, tact, diplomacy and discretion.
• Differentiate administrative coordination from executive judgment.
• Excellent written and verbal communication; fluent English.

Responsibilities

• Calendar and travel management for Leadership Team members, balancing priorities.
• Agenda ownership and daily preparation with concise briefings.
• Capture actions, follow up and maintain action trackers.
• Coordinate recurring executive administration and governance cycles.
• Inbox triage and confidential correspondence support.

Skills

Highly organised

Proactive

Discretion

Strong judgment

Excellent communication

Relationship building

Calm under pressure

Tools

Microsoft 365

Job description

Overview

WELCOME TO SITA

At SITA, we keep airports moving, airlines flying smoothly, and borders open. Our technology and communication innovations power the success of the global air travel industry.

You'll find us in 95% of international airports, working closely with over 2,500 transportation and government clients. Each partnership brings unique challenges, and we thrive on delivering fresh solutions and cutting-edge tech to keep operations running like clockwork. We don't just move the world forward-we're proud to be recognized as a Great Place to Work by 79% of our employees and certified in most of our growing locations. Here, we feel empowered, supported, and inspired to grow.

Are you ready to love your job?

The adventure begins right here, with you, at SITA.

PURPOSE

We are looking for a proactive and highly organised Personal Assistant to provide shared support to members of the SITA for Aircraft Leadership Team. This is not a dedicated one-to-one assistant role. The Personal Assistant will balance priorities across several senior leaders, provide a consistent level of service, and act as a trusted coordination point across SITA and with selected external stakeholders.

The role goes beyond diary administration. Its purpose is to protect leadership time, maintain organisational memory, anticipate upcoming needs, drive follow-through and take ownership of recurring executive administration.

KEY RESPONSIBILITIES

1. Calendar and travel management

• Manage complex calendars for Leadership Team members, balancing priorities across the supported leaders.
• Actively protect focus and preparation time, resolve conflicts, challenge low-value meetings and propose practical alternatives.
• Schedule and coordinate internal and external meetings, including with customers, partners and SITA senior leaders.
• Coordinate with other SITA Personal Assistants to align with corporate calendars, key governance meetings and executive commitments.
• Arrange end-to-end travel, itineraries, accommodation, ground transport, travel documentation and changes; manage expenses and purchase orders using internal tools.

2. Agenda ownership and daily preparation

• Maintain a forward-looking view of priorities, deadlines, key stakeholder commitments and recurring leadership obligations.
• Prepare concise recurring brief for supported leader, highlighting key meetings, preparation required, decisions needed and outstanding actions.
• Ensure meeting materials, context and logistics are available in advance, coordinating inputs from relevant teams.
• Build organisational memory by tracking commitments, decisions, important dates and topics to revisit, and proactively bringing them back at the right time.

3. Follow-up and action management

• Capture clear actions, owners and target dates from leadership meetings and other key interactions.
• Follow up with action owners, identify overdue or blocked items and elevate only where leadership intervention is required.
• Maintain simple, reliable action trackers so commitments do not get lost between meetings.
• Take and distribute meeting notes where required, with emphasis on decisions and follow-up.

4. Ownership of recurring executive administration

• Coordinate recurring people and business processes such as performance review scheduling, year-end activities, objective-setting cycles, talent reviews and mandatory training.
• Own the administrative workflow, timetable, meeting coordination and reminders, while the relevant leader retains accountability for judgments and decisions.
• Handle routine approvals, expenses, document coordination and other administrative topics that do not require Leadership Team judgment.
• Support selected team events, visits, workshops and leadership initiatives, including logistics and stakeholder coordination.

5. Inbox triage and correspondence support

• Monitor and triage the mailboxes of supported leaders where access is granted, using agreed categories.
• Surface the small number of items that genuinely require each leader’s attention, with clear timing and context.
• Handle straightforward administrative correspondence where appropriate and agreed.
• Exercise sound judgment on confidentiality, access and when to elevate.

Qualifications

HOW SUCCESS WILL BE MEASURED

• Supported leaders spend less time on coordination and administration and more time on decisions, people and business priorities.
• Calendars reflect agreed priorities, with appropriate preparation time and fewer avoidable conflicts.
• Critical actions, commitments and deadlines are proactively tracked and followed through.
• Recurring processes are planned early and run smoothly without repeated intervention from the supported leaders.
• Inbox triage reliably separates genuine leadership decisions from matters that can be handled, delegated or deprioritised.

EXPERIENCE

• At least 3 years of experience as a Personal Assistant, Executive Assistant or in a comparable role within a fast-paced multinational organisation.
• Highly organised, proactive and comfortable taking ownership without waiting for detailed instructions.
• Strong judgment, tact, diplomacy and discretion, with the confidence to challenge constructively and protect leadership time.
• Able to distinguish between administrative coordination and matters requiring executive judgment.
• Excellent follow-through, attention to detail and ability to maintain a dependable organisational memory.
• Clear, concise written and verbal communication, with fluent English; additional languages are an advantage.
• Comfortable using Microsoft 365, including Outlook, Teams, Word, PowerPoint and Excel.
• Able to build trusted relationships quickly across functions, geographies and seniority levels.
• Flexible, calm under pressure and effective when priorities change at short notice.

WHAT WE OFFER

We're all about diversity. We operate in 200 countries and speak 60 different languages and cultures. We're really proud of our inclusive environment. Our offices are comfortable and fun places to work, and we make sure you get to work from home too. Find out what it's like to join our team and take a step closer to your best life ever.

Flex Week: Work from home up to 2 days/week (depending on your team's needs)

Flex Day: Make your workday suit your life and plans.

Flex-Location: Take up to 30 days a year to work from any location in the world.

Employee Wellbeing: We have got you covered with our Employee Assistance Program (EAP), for you and your dependents 24/7, 365 days/year. We also offer Champion Health - a personalized platform that supports a range of wellbeing needs.

Professional Development: At SITA, we believe growth fuels innovation. Our learning ecosystem offers access to world-class platforms and programs designed to help you thrive. From LinkedIn Learning, Microsoft's Enterprise Skills Initiative, and Airport Council International -available to all employees-to specialized solutions like Pluralsight for technology upskilling, Harvard Business Publishing for people leadership, Stanford for strategic development and many others, we align learning opportunities with your Development Plan and our business priorities. Your development journey is supported every step of the way.

Competitive Benefits: Competitive benefits that make sense with both your local market and employment status.

SITA is an Equal Opportunity Employer. We value a diverse workforce. In support of our Employment Equity Program, we encourage women, aboriginal people, members of visible minorities, and/or persons with disabilities to apply and self-identify in the application process.