Senior Executive Assistant to the CEO & CFO EMEA

OCX; Madrid; Hybrid; EUR 60,000 - 95,000; Full time

Benefits offered by this job

Hybrid working model

23 days annual leave

Your birthday off

Two long weekends off

Job summary

OCX is seeking a Senior Executive Assistant to provide strategic and operational support to the CEO EMEA and CFO EMEA. You will act as a trusted business partner, managing competing priorities, driving execution, and coordinating strategic initiatives across regional and global leadership teams.

The role requires exceptional organisation, commercial awareness, and comfort operating in a fast-paced multinational environment with minimal supervision.

Qualifications

• Degree in business administration, communications or related field.
• Fluent English written and spoken; professional business communication.
• Advanced MS Office skills and comfort with AI-assisted tools.

Responsibilities

• Manage complex calendars for CEO and CFO across time zones.
• Coordinate domestic/international travel and expenses.
• Prepare briefings, presentations and executive communications.
• Support strategic initiatives and cross-functional projects.
• Record minutes and track actions to completion.
• Collaborate with senior stakeholders and leadership teams.

Skills

Calendar management

Travel coordination

Executive communications

Stakeholder management

Multitasking

Digital literacy

Education

Bachelor’s degree in Business Administration or Communications

Tools

Microsoft 365

Outlook

Teams

Excel

PowerPoint

AI productivity tools

Job description

Job Description

We are seeking an exceptional Senior Executive Assistant to provide strategic and operational support to the CEO EMEA and CFO EMEA. This is a highly visible, business-critical role supporting two senior executives responsible for leading a complex international organisation across multiple markets.

This position goes well beyond traditional executive support. The successful candidate will act as a trusted business partner, helping maximise executive effectiveness by managing competing priorities, driving execution, coordinating strategic initiatives, and ensuring seamless communication across regional and global leadership teams.

The ideal candidate is exceptionally organised, commercially aware, digitally fluent, proactive, and comfortable operating in a fast-paced, international environment with minimal supervision.

Key Responsibilities

Executive Operations

• Manage highly complex and constantly evolving calendars for the CEO and CFO, ensuring priorities align with business objectives.
• Coordinate meetings across multiple international time zones.
• Organise domestic and international travel, including itineraries, accommodation, visas (where applicable) and contingency planning.
• Process expenses, reimbursements and travel-related administration accurately and on time.
• Maintain executive records, confidential files, contact databases and key documentation.
• Coordinate office administration and executive resources where required.

Executive Inbox & Communications

• Manage executive inboxes by triaging emails, identifying priorities and ensuring timely responses.
• Draft high-quality executive correspondence with minimal supervision.
• Independently respond to routine enquiries on behalf of the CEO and CFO where appropriate.
• Convert emails and discussions into structured action lists and ensure follow-up.
• Prepare executive briefings ahead of meetings.
• Draft presentations, reports, speeches, announcements and other executive communications.
• Maintain professional communication with senior internal and external stakeholders.

Strategic Executive Partnership

• Act as a trusted extension of the CEO and CFO offices, helping maximise executive effectiveness.
• Maintain visibility of strategic priorities across the EMEA organisation.
• Ensure commitments made by the executive team are tracked, monitored and delivered.
• Anticipate executive requirements and proactively resolve issues before they arise.
• Coordinate confidential projects and strategic initiatives requiring cross-functional collaboration.
• Support decision-making by preparing concise briefing papers, executive summaries and recommendations.
• Build strong relationships with senior stakeholders across the business.

Business Support

• Conduct research and gather information to support executive decision-making.
• Prepare business cases, reports, executive summaries and strategic documents.
• Assist with annual planning, quarterly business reviews and leadership presentations.
• Coordinate logistics for executive visits, client meetings and strategic workshops
• Support confidential business initiatives and special projects.

Meeting & Governance Management

• Coordinate Executive Leadership Team meetings, Board updates, leadership forums and strategic planning sessions.
• Prepare agendas, presentations and supporting documentation.
• Record accurate meeting minutes, decisions and actions.
• Track actions through to completion and provide regular progress updates.
• Ensure governance documentation is accurate, organised and distributed appropriately.
• Coordinate executive off-sites, workshops and leadershipevents.

Project Coordination & Delivery

• Maintain oversight of strategic initiatives across multiplefunctions and markets.
• Track milestones, owners, dependencies and deadlines.
• Coordinate cross-functional teams to ensure deliverables arecompleted on time.
• Monitor progress against agreed plans and elevate risksproactively.
• Prepare executive dashboards summarising project status, keydecisions, risks and next steps.
• Ensure agreed actions from leadership meetings are completed and reported.

Qualifications

• Degree or equivalent qualification in Business Administration, Communications or a related discipline preferred.
• Fluent English (C1/C2) with exceptional written and verbal communication skills.
• Additional European languages are advantageous
• Advanced Microsoft Office 365 skills, including Outlook, Teams,Excel, Word and PowerPoint.
• Strong digital literacy and confidence using AI-enabledproductivity tools.

Experience

• Proven experience supporting C-suite executives within aninternational organisation.
• Experience supporting multiple senior executivessimultaneously, ideally a CEO, CFO or Managing Director.
• Experience working within a multinational, matrix organisation.
• Demonstrated ability to manage multiple priorities in a fast-paced environment
• Experience coordinating international travel, executive eventsand leadership meetings.
• Experience preparing executive-level presentations, reportsand communications.
• Exposure to project coordination, PMO or strategic initiatives ishighly desirable.

Skills & Competencies

• Excellent organisation, planning and prioritisation skills.
• Strong attention to detail and ability to anticipate needs.
• Sound judgement, problem-solving and decision-making abilities.
• Excellent written and verbal communication skills.
• Strong stakeholder management, professionalism and diplomacy.
• Ability to manage multiple projects and competing deadlines.
• Advanced Microsoft 365 and Teams knowledge.
• Experience with AI tools such as Copilot and ChatGPT.
• Familiarity with project management platforms (Planner, Asana, Monday.com, Smartsheet or similar).

What We Offer

• Permanent contract.
• Hybrid working model.
• 23 working days of annual leave, plus two long weekends ofyour choice.
• Your birthday off.
• Opportunity to work directly with the CEO EMEA and CFOEMEA on strategic business initiatives.
• Exposure to senior leadership across a global organisation.
• Career development within a leading multinational businessdelivering innovative, large-scale projects.
• A collaborative, ambitious and international environment whereinitiative, ownership and continuous improvement arerecognised and rewarded.