Personal Assistant to CEO / Business Coordinator

Adrian Magnus; Marbella; Presencial; EUR 30.000 - 50.000; Jornada completa

Descripción de la vacante

An established industry player is seeking a dynamic Personal Assistant / Business Coordinator to support their CEO and streamline operations. This role combines executive support with business coordination, focusing on enhancing workflow efficiency and managing vital tasks. The ideal candidate will possess strong organizational skills, a proactive attitude, and the ability to communicate effectively in both Spanish and English. Join a growing team where your contributions will directly impact the company's success and help drive strategic initiatives forward. If you thrive in a fast-paced environment and are ready to take on new challenges, this is the opportunity for you!

Formación

• 3+ years of experience in personal assistant or business coordination roles.
• Fluent in Spanish and English; Russian is a plus.

Responsabilidades

• Manage CEO's schedule, emails, and travel arrangements.
• Assist in project management and operational efficiency.

Conocimientos

Organizational Skills

Time Management

Effective Communication

Problem-Solving

Critical Thinking

Tech Savviness

Attention to Detail

Multitasking

Educación

University Degree in Business Management or Administration

Herramientas

HRIS (Factorial)

Digital Tools

Descripción del empleo

We’re on the lookout for a Personal Assistant / Business Coordinator to join our expanding team and drive our company’s growth!

The Challenge

As our company continues to grow and evolve, the demands on our leadership team are increasing significantly. Our CEO’s time is often consumed by administrative tasks, email management, and meeting coordination, which detracts from their ability to focus on strategic initiatives and high-priority projects.

This role is designed to provide 30% executive support to ensure smooth daily operations for the CEO while focusing 70% on business coordination— streamlining workflows, supporting strategic initiatives, and driving operational efficiency. By bringing this role on board, we can ensure that our leadership remains focused on driving the company forward.

Day in the Life of a Personal Assistant / Business Coordinator

Personal Assistant (30%)

1. Manage and coordinate agendas, schedules and meeting planning.
2. Handle email correspondence and communication on behalf of the CEO.
3. Organize travel arrangements, including bookings and itineraries.
4. Plan and coordinate events, both internal and external.
5. Handle confidential tasks with discretion and professionalism.

Business Coordination (70%)

1. Assist with project management, tracking deliverables, and ensuring deadlines are met.
2. Support management with strategic initiatives, research, and reporting.
3. Optimize operational efficiency by setting up automation and technical solutions.
4. Collaborate with different teams to streamline internal processes and drive execution.
5. Manage HR-related tasks, including HRIS data management (Factorial) and pre-employment document collection.
6. Drive cross-functional coordination to enhance team collaboration and efficiency.

Success Drivers for this Role

The ideal candidate is a highly organized and proactive professional who can effectively balance executive support with operational coordination. They should excel at managing projects, automating workflows, and facilitating business operations while ensuring that leadership functions run smoothly.

Your Team When You Join Us

You’ll be directly reporting to our Chief Executive Officer.

We would love to hear from you if you have …

1. Minimum of 3 years of similar experience
2. University degree (Business Management, Administration or similar)
3. Strong organizational and time management skills
4. Effective communication and problem-solving abilities
5. Ability to manage stress and maintain composure under pressure
6. Strong business appearance & business style
7. Proactive attitude with a knack for multitasking
8. Critical thinking skills, analytical & problem solving skills, tech savviness, research skills, attention to detail - are must have.
9. Proficient in technical and digital tools
10. Open to working full-time
11. Open to business travelling
12. EU citizen - or with a valid work visa and long-term residence permit (in case you're a non-EU citizen) - (mandatory).
13. Preferable live & work location - Spain/Marbella (or to be discussed).
14. Candidates should be able to communicate fluently in Spanish and English (mandatory).
15. Russian language knowledge - is a big plus.

If you are excited about the opportunity and feel like you are a good fit, we encourage you to apply today and talk to one of our recruiters. You might be asked to further fill in our Candidate Questionnaire. We look forward to seeing how your skills and experiences align with our vision.