ph3Overview /h3 pThe Executive Assistant provides high-level administrative, logistical, and operational support to the Office of the CEO, ensuring the efficient coordination of the CEO's international agenda, business travel, and executive commitments. /p pWorking closely with the Chief of Staff, the role is responsible for managing the CEO's complex calendar, coordinating extensive international travel, and ensuring all executive engagements are meticulously planned and executed. /p pThe successful candidate will demonstrate exceptional organizational skills, outstanding attention to detail, and a proactive approach, anticipating requirements before they arise while maintaining the highest standards of professionalism, discretion, and confidentiality. /p h3Context /h3 pThe Executive Assistant will report to the Chief of Staff and work as part of the CEO Office, supporting the effective planning and coordination of the CEO's day-to-day activities. /p pThe Chief of Staff will act as the primary point of contact for prioritization, strategic direction, and day-to-day coordination of the CEO Office. The Executive Assistant will translate these priorities into seamless execution by managing the CEO's agenda, international travel, meetings, logistics, and administrative activities. /p pThe role requires close collaboration with the Executive Leadership Team, Executive Relations Coordinator (ERC), Human Resources, Finance, WTTC Members, government representatives, external partners, airlines, hotels, travel providers, and other key stakeholders to ensure the CEO's commitments are delivered efficiently and professionally. /p pOperating in a fast-paced international environment, the Executive Assistant must be capable of managing multiple priorities simultaneously,



adapting quickly to changing circumstances, and maintaining absolute confidentiality when handling sensitive information. /p h3Key Responsibilities /h3 h3Executive Calendar CEO Journey Management /h3 ul liManage the CEO's complex international calendar in alignment with priorities established by the Chief of Staff. /li liCoordinate all aspects of the CEO's business travel, including flights, accommodation, visas, ground transportation, transfers, check-in, travel documentation, connectivity arrangements, and accompanying travellers where applicable. /li liEnsure all travel itineraries and executive commitments are accurately reflected in the CEO's calendar. /li liCoordinate meetings, executive briefings, and logistical arrangements to ensure the CEO is fully prepared for all engagements. /li liProtect the CEO's time by maintaining appropriate scheduling, including administrative time, breaks, and balanced meeting commitments. /li /ul h3International Travel Management /h3 pPlan and coordinate all aspects of domestic and international business travel, including:



/p ul liFlight quotations and ticket purchasing /li liSeat reservations /li liAirport transfers /li liGround transportation /li liTravel insurance coordination where required /li liHolaFly and international connectivity arrangements /li liDistribution of travel documentation and itineraries /li liTravel arrangements for accompanying travellers where applicable /li liVisa applications and travel documentation /li liEnsure all travel plans are accurately reflected in the CEO's calendar /li /ul h3Executive Coordination /h3 ul liCoordinate Welcome Calls and ensure all briefing materials are prepared and scheduled. /li liUpdate Salesforce and internal tracking systems with meeting information. /li liCoordinate interviews for prospective WTTC staff. /li liSupport Executive Leadership requests as required. /li liCoordinate weekly staff call logistics alongside Human Resources. /li liAssist with executive communications and scheduling requests. /li liProcess reimbursement requests accurately and on time. /li liReconcile Executive Assistant corporate card expenses. /liliCoordinate supplier invoices including transportation providers. /li liEnsure supporting documentation is complete and compliant with company policies. /li /ul h3Stakeholder Management /h3 pDevelop strong working relationships with: /p ul liWTTC Members /li liGovernment representatives /li liHotels /li liAirlines /li liTransportation providers /li liExternal partners /li /ul h3Success Measures /h3 ul liExecutive travel delivered flawlessly and on time. /li liHigh CEO satisfaction with administrative support. /li liAccurate and well-managed executive calendar. /li liEfficient coordination of meetings and executive engagements. /li liTimely completion of expense reconciliations. /li liZero missed travel or scheduling deadlines. /li liAccurate records and documentation. /li liEfficient procurement and supplier coordination. /li liProactive resolution of issues before they impact the CEO. /li /ul /p #J-18808-Ljbffr

📌 Executive Assistant to Chief Executive Officer (Madrid)
🏢 World Travel & Tourism Council
📍 Madrid