Native Executive Assistant to CBO

Technology company located in Tres Cantos is searching for a full-time Executive Assistant position for the Chief Business Officer (CBO), the role location is hybrid, based in Madrid, however, some international travel may be required

Supporting the Chief Business Officer (CBO) directly and commercial group as required, the role will report to the CBO. The Executive Assistant will support all aspects of the CBO's daily work routine while also coordinating with the C-suite EA and manage some commercial team aspects.

KEY RESPONSIBILITIES:

CBO Support

• Day to Day agenda & Calendar Management
• Travel Arrangements
• Communication Management
• Meeting Coordination
• Document Preparation
• Gatekeeping
• Potential Event Planning
• Expense Management
• Problem-Solving
• Work directly with the CBO to support all aspects of their daily work routine.
• Acting as the key point of contact for the CBO among executives, strategic partners, employees, clients and other external partners.
• Support the coordination of regular internal and external meetings, for the CBO & commercial team eg: offsite events. Including with partners, customers at all levels, inc. logistics.
• Maintain the CBO calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise complete discretion in committing time and evaluating needs.
• Compose and prepare letters relating to routine correspondence for the CBO's signature.
• Prioritize emails and requests and respond when necessary.
• Responsible for all travel arrangements and agendas for the CBO and coordinate with the C-Suite group EA's as required.
• Prepare, reconcile, and submit expense reports for CBO.
• Maintain various records and documents for CBO.
• Maintain confidential and sensitive information for CBO and on behalf of executives.
• Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserve and optimize executive's time by reading, researching, and routing correspondence; drafting letters and documents as appropriate; collecting and analyzing information; initiating telecommunications.
• Prepare reports by collecting and analyzing information.
• Secures information by completing data backups on the cloud.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Handle printing, faxing, mail packages, copying, filing, and email/messages.

• Written and spoken fluency in English (native) and Spanish (near native) is essential.
• Fluent in AI tools (Microsoft Copilot, ChatGPT, Claude) to enable efficient working and insights
• Expert in all Microsoft Office suite (Excel, Word, Powerpoint, Outlook) and the latest AI cowork tools.
• Multitasking and calm under pressure
• Excellent collaboration skills across the organisation
• Discretion and complete trustworthiness
• Be proactive in all activities with the CBO and anticipate activities and needs.
• Excellent written and verbal communication skills.
• Time-management skills.
• Ability to keep absolute confidentiality and discretion on company and personal business
• Ability to pay attention to detail.
• Excellent organization skills with the ability to multitask.
• Interpersonal skills, ability to be discrete and trustful.
• Resourceful and able to solve problems under pressure.
• Adaptable; ability to wear many hats.
• Fast relationship builder, able to enlist buy-in from others when needed.
• Professional attitude and appearance.
• Ability to be resourceful and proactive when issues arise.
• Customer service attitude.

QUALITIES & ADDITIONAL SKILLS

• Familiar with start-up culture and technology ecosystem.

EDUCATION AND EXPERIENCE:

• Bachelor´s degree preferred.
• Written and spoken fluency in both English (C2/near native) and Spanish is essential.
• At least five years´ prior experience in supporting a senior executive.
• International work experience desirable working with international teams.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel) use of communication apps,(WhatsApp, Teams).
• Exceptional writing, editing, and proofreading skills.
• Excellent organization and time-management skills.
• Experience in a fast-paced agile startup environment or in a public company.

• Permanent contract
• Working hours: 9:00 - 18.00

Technology company located in Tres Cantos

• Technology company
• Native Executive Assistant to CBO