Graduate Program - Office Management & Executive Support

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 Acceleration Office 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 Acceleration Office. Ad hoc requests from the Chief C & AI Acceleration Office.

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 work spaces 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.