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EXECUTIVE ASSISTANT

EXECUTIVE ASSISTANT

The Executive Assistant provides efficient and confidential day-to-day support. This role provides proactive service to ensure the smooth running of the administration and secretarial support in arranging business and (sometimes) personal schedules. Key responsibilities will be:Managing the flow of meeting invitations, prioritising, dealing with frequent changes.Extensive management of the diary (via outlook) including scheduling all meetings, engagements, conference calls, travel and conferences.Having awareness of working across time zones.Developing an understanding of who is who in the business and which meetings take precedence over others/which are more urgent.Issuing meeting invitations on behalf of colleagues. Co-ordinate with other Assistants to find a mutually convenient time.Booking meeting rooms, organising refreshments as required.Checking key meetings coming up to ensure they have maximum attendance, reschedule if necessary.Planning travel ahead to ensure cost efficiency and to maximise the benefit by planning additional meetings during the trip.Manage all travel arrangements and logistics, including booking flights, hotels, local transfers, restaurants and hotels in conjunction with the in-house travel facilitators and local office managers.Ensuring every relevant detail is in the required schedule.Approving or questioning travel request forms as submitted by the travel desk.Submitting monthly credit card expenses and time sheets.Manage incoming and outgoing emails (desktop & mobile). Filter and mark for information or needs response as appropriate.Filing emails on a regular basis.Take telephone messages and respond to queries promptly, texting and notifying when required.Take dictation over the phone and draft communications/correspondence including emails, letters, etc.Liaise with all departments and offices across Europe as and when required. - Retail Sector Company located in Vallès Oriental- Executive Assistant with excellent English level Educated to degree level.Formal secretarial/office administrative qualifications and sound understanding of office procedures at a senior level.Previous experience working at senior Board level in a large corporate, fast-paced environment.Ability to use initiative, pre-empt requests, be proactive and to think ahead.Ability to prioritise and manage several tasks simultaneously.Excellent Microsoft Office skills and speeds - specially Outlook.Ability to communicate effectively at all levels of Business.Strong organisational skills and ability to work on own initiative.Confidentiality and an eye for detail.Able to communicate remotely.Ability to remain calm and unflappable whilst prioritising high levels of workload.
Barcelona