Administrativo jobs in Spain

Reporting to : Zulma Reyo, Founder of Zulma Reyo School of Consciousness (ZRSOC)

Location : Mallorca, Spain

Overview :

The purpose of the Zulma Reyo School of Consciousness (ZRSOC) is to transform a human being and give them the tools of transformation so that they can connect with greater wisdom and change this world, drawing on the contents of Zulma’s book, Inner Alchemy.

Inner Alchemy, is a practical manual that leads people to the truth about who and what they really are, and enables the understanding that real change begins with self. Inner Alchemy was the winner of the Mind, Body, Spirit category at the Independent Press Awards 2022 and winner of Gold in the Body, Mind & Spirit Practices category at the Nautilus Book Awards 2022. The course is a five-year programme (with an optional sixth year of residency for future teachers of Inner Alchemy) that is given in two languages, English and Spanish.

Zulma leads a core staff of teachers and trainee teachers who develop course content and guide students through the programme. The centre’s day to day operations are supported by a small internal administrative team, and a separately managed team that maintains the facilities and physical space ensuring a welcoming experience for all guests.

ZRSOC has plans to expand over the next several years and is hiring a few key positions now, including an Executive Assistant, to strengthen ongoing operations and support the long-term vision for the school.

ZRSOC is seeking a senior-level Executive Assistant to join our team. This is a newly created position that is essential in assisting Zulma in her role as the Founder, and supporting the entire team with operating more effectively to achieve short-term goals and long-term vision.

ZRSOC offers a unique experience and it is crucial that anyone joining the team share a commitment to its vision and mission. The team operates with a family-based model, anchored in shared values, transparency, consensus-based decision making, kindness, and care. In addition to having the technical skills and a shared purpose of being in service to humanity, all team members are expected to show up with a sense of wholeness, and embrace learning and engaging in content-based team development activities involving deep inner work and consciousness raising.

The Executive Assistant sits at a critical intersection between Zulma, the core teaching team, the administrative team, the separately managed team that maintains the facilities and physical space, and the centre’s funder, LightEn.

Our ideal candidate is an experienced professional who is purpose-driven, well organised, flexible, attentive to detail, an excellent communicator, capable of creating and maintaining structures, and able to accommodate and thrive in a fast-moving and ever-evolving environment. All team members are expected to model ZRSOC’s approach and values of reflection, collaboration, and soul-infused action and are encouraged and supported to do so throughout their own practices.

The Executive Assistant must also be :

• Open to embracing the culture of ZRSOC and bringing their whole self to work.
• Highly experienced professional with impeccable judgement, integrity, and confidentiality.
• Bi-lingual in English & Spanish with native or near native fluency, and ideally with good working proficiency in other relevant languages including Portuguese.
• Experienced and comfortable working with senior-level leaders.
• An excellent communicator and able to adapt communication styles based on their audience.
• Attuned to navigating conflict from a place of love and support.
• Attentive to details and very well-organised.
• Confident and capable of managing multiple consecutive projects.
• Flexible, adaptable, and able to thrive in an environment that is rapidly evolving.
• Experienced in using Microsoft Office Suite and resourceful in troubleshooting minor technology issues (internal AV systems, cell phone changes etc.).
• Able to take and incorporate feedback and maintain a learning mindset.
• Comfortable navigating multi-cultural environments and highly respectful of all, as the faculty, staff and students at ZRSOC represent a diverse cross-section of the world.
• A licensed driver and comfortable driving a car to run errands and attend appointments.

Core Responsibilities :

The Executive Assistant will contribute to a wide range of projects as needed, but has three primary areas of focus : Executive Support, Organisational Effectiveness, and Content & Publication Support .

Some specific responsibilities include :

Executive Support

• Manage Zulma’s calendar and conduct activities for her office according to operational plans and agendas, whilst demonstrating exceptional judgment and flexibility to accommodate emergent priorities and issues.
• Collaborate with the Personal Assistant to manage all travel arrangements for Zulma, both domestic and international, and all associated itineraries, agendas and briefings.
• Draft, edit, and respond to correspondence on Zulma’s behalf.
• Coordinate and facilitate meetings, inclusive of agenda management.
• Proactively investigate and follow up on incoming issues and concerns addressed to Zulma and recommend appropriate course of action, referral, or response.
• Prepare invoices and expense reports for approval and payment.
• Maintain a high level of confidentiality regarding discussions, records, files, documents, and information as they relate to all business and personal activities.
• Coordinate with Zulma’s Personal Assistant to ensure seamless integration and support on all aspects of the work.
• Manage special projects as assigned.

Organisational Effectiveness

• Build and maintain strong, trusting working relationships with the core teaching staff and the office administration team to support seamless coordination and communication.
• Coordinate with all team members and the separately managed team that maintains the facilities and physical space with planning and execution of guest visits and hosted events, and ensure consistent and timely communication flow between all parties.
• Support ongoing internal initiatives to create a work environment and community of practice that is inclusive, responsive, and accountable to its goals and values.
• Collaborate with other members of the administrative team to ensure quality and consistency for all external ZRSOC communications, including outreach to potential students, partners, and alumni.

Content & Publication Support

• Project manage the publication of all of Zulma’s books and manuals, acting as the point of contact for external publishing partners.
• Support Zulma with the creation and collation of teaching materials, including design and copy editing.

Additional Information :

The Executive Assistant must work on site in Mallorca. ZRSOC’s annual salaries are benchmarked to relevant markets using data from Aon Radford McLagan. Salary ranges may vary based on factors including, but not limited to, relocation or housing assistance. Total compensation and benefits packages will be discussed individually with each candidate to ensure transparency and alignment early on in the process. All offers will comply with applicable laws, ensure fairness & competitiveness, and give consideration to the candidate's unique circumstances.