Executive Assistant

• Between 5 and 8 years of experience in Executive Assistant or Management Secretariat roles providing support to senior executives.
• Experience in managing complex calendars, domestic and international travel, and organizing meetings and events.
• Experience in coordinating with multiple support areas and managing administrative processes for corporate operations.
• Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
• Proficiency in Microsoft Teams, SharePoint, and collaborative tools.
• Knowledge of SAP, Ariba, and ServiceNow or equivalent tools.
• Experience with travel and expense management tools.
• Organization and planning.
• Service orientation.
• Communication and influence.
• Coordination skills.
• Ability to manage competing priorities simultaneously.
• Rigor and attention to detail.
• Ability to handle confidential information.
• Proactivity and initiative.
• Incident resolution and solution-oriented mindset.
• Adaptability and flexibility.
• Teamwork and cross-functional collaboration.
• Anticipatory skills.

• Additional training in administrative management, event organization, or customer service will be valued.

• Higher Vocational Training (HNC/HND) in Administration and Finance, Executive Assistance, or equivalent.

• English level B2 (C1 is a plus).

Your role:

Provide executive, administrative, and organizational support to the Management Team on a global scale, ensuring efficient calendar management, logistical coordination of travel, meetings, and events, as well as the management of administrative and operational processes related to the department's operations. Act as the point of contact with the various support areas of the company, facilitating the daily activities of the Management Team and contributing to organizational efficiency through proactive, rigorous, and confidential management.

Your challenges:

• Manage and keep the Management Team's calendar up to date, coordinating internal and external meetings, travel, working lunches, committees, offsites, and other commitments.
• Organize meeting invitations, room bookings, coordination of assistants, and associated logistical needs.
• Prepare and coordinate supporting documentation, presentations, and materials needed for meetings when required.
• Manage correspondence, calls, and communications addressed to the Management Team, prioritizing requests and channeling information.
• Coordinate the signing and administrative processing of contracts and other official documentation.
• Arrange domestic and international travel for the Management Team and provide support to the rest of the team in managing their travel.
• Manage flight, hotel, transfer, and car rental bookings, as well as visas, authorizations (ESTA), and any documentation required for travel.
• Handle travel-related issues, ticket changes, upgrades, excess baggage, and other associated services.
• Manage corporate tickets and coordinate the logistics of travel and accommodation for external collaborators.
• Manage the corporate mobility platform (Join Up) for taxis and parking.
• Process and track travel, settlements, expenses, and purchases using corporate tools.
• Manage the monthly justification of expenses associated with the Management Team's corporate cards.
• Process the approval of invoices and purchase orders using SAP/Fiori and other corporate tools.
• Manage purchase requests for office supplies, merchandise, business cards, and other materials through Ariba.
• Ensure the proper filing and maintenance of the Management Team's administrative documentation.
• Attend to and support client requests and issues channeled through the Management Team, coordinating their resolution with the relevant areas and ensuring a prompt and effective response.
• Manage the onboarding of internal and external staff, coordinating requests for IT equipment, phones, access, users, and credentials.
• Keep the team's administrative information up to date (vacations, equipment renewals, mobile phones, and other resources).
• Coordinate medical appointments and mandatory and voluntary check-ups for the Management Team.
• Act as the liaison with support areas (IT, Infrastructure, Maintenance, Security, and General Services) to resolve operational issues and needs for the Management Team.
• Manage the opening and tracking of incidents and requests through ServiceNow.
• Coordinate the booking of meeting rooms and ensure the availability of audiovisual equipment and technical support.
• Manage accreditations, access, parking, and reception of visitors.
• Coordinate mail and courier services for the Management Team.
• Manage the issuance of WiFi access for guests.
• Coordinate the logistical organization of meetings, conferences, workshops, and internal or external events.
• Manage vendors, bookings, catering, invitations, attendee tracking, and associated documentation.
• Collaborate in the organization of institutional events and protocol actions for the Management Team, including corporate greeting campaigns, reception and management of institutional gifts, and other representation initiatives.
• Act as the point of contact between the Management Team and the various areas of the organization, facilitating administrative and operational coordination.
• Ensure compliance with internal procedures and the follow-up of administrative requests.
• Identify opportunities for improvement in administrative processes, proposing initiatives that increase efficiency and quality of service.
• Maintain a high level of confidentiality in the management of the Management Team's information and documentation.

Likewise, perform any other administrative, organizational, or front-line support functions necessary to meet the needs of the Management Team and the organization, even if not expressly listed in this job description, always within the scope of their responsibilities.

Your knowledge

• Compliance with the planning of calendars and meetings without incidents.
• Efficient organization of travel, events, and activities for the Management Team.
• Satisfaction level of the Management Team and the business areas served.
• Compliance with administrative deadlines and internal procedures.
• Quality, reliability, and confidentiality of the documentation/information managed.
• Resolution and follow-up time for requests and incidents.
• Efficiency in coordination with support areas and corporate services.