Location: Barcelona

Reporting to: Founder, Dragons Group

About the role

Reporting directly to the Founder, this role provides comprehensive executive, operational, business development, and personal support. The Executive Assistant will serve as a trusted partner, ensuring seamless day-to-day operations, maximizing productivity, and enabling strategic business growth through proactive coordination and an AI-first approach.

Key Responsibilities

Executive Support & Calendar Management

- Proactively manage the Founder’s inbox, including triaging communications, drafting responses, escalating priorities, and ensuring timely follow-up.
- Coordinate meetings with existing clients and new business prospects, managing scheduling based on agreed next steps across calendar and email communications.
- Maintain an accurate, optimized calendar, ensuring time is aligned with business priorities and growth objectives.
- Provide a daily summary of outstanding actions, key decisions, and communications requiring attention.

Travel Management

- Coordinate domestic and international travel arrangements, including flights and accommodation, ensuring alignment on travel plans and maximizing the value of each trip.
- Maintain a comprehensive annual travel overview and planning schedule.
- Create and manage detailed travel itineraries and documentation for every trip.
- Maintain an organized repository of travel-related information, confirmations, accounts, and access details.
- Optimize travel strategies by leveraging loyalty programs, points, and cost-efficient booking options.

Leadership & Agency Operations
- Coordinate and manage direct-report 1:1 meetings, including agenda management and tracking action items.
- Support leadership team operations through meeting coordination, agenda planning, and scheduling.
- Organize company Town Halls, consolidating input from stakeholders and ensuring smooth execution.
- Coordinate internal engagement initiatives that strengthen company culture, including welcome breakfasts, CEO lunches, team gatherings, and other employee experience activities.

Growth & Business Development Support
- Maintain and update CRM records in HubSpot, integrating with Apollo and enriching prospect data ahead of meetings.
- Track business development actions and ensure follow-up communications are sent in a timely manner.




- Manage the submission of applications for industry conferences, awards, speaking opportunities, and relevant events.
- Prepare briefing materials and contact strategies ahead of conferences and networking events to maximize business impact.
- Identify relevant public tenders, pitches, and procurement opportunities, coordinating submissions and ensuring deadlines are met.

Presentation & Content Support
- Create and update presentations by leveraging existing materials and coordinating with design teams when required.
- Ensure presentation assets are accurate, professional, and aligned with brand standards.

Expense & Hospitality Management
- Manage and submit expenses in accordance with company policies, including guidance on US and Ventures-related expenses.
- Build and maintain a network of preferred venues, restaurants, and suppliers for client entertainment and internal meetings.
- Develop and manage hospitality standards that reflect the Dragons Group brand and client experience expectations.
- Establish and maintain professional in-office meeting standards to ensure an exceptional client experience.

Personal & Household Administration
- Oversee administrative matters across two residences, including maintenance, repairs, purchasing, vendor coordination, and deliveries.
- Schedule, manage, and adjust personal appointments as required.

Ways of Working

- Adopt an AI-first mindset, proactively identifying and implementing AI-powered solutions to improve efficiency, productivity, accuracy, and execution across all responsibilities.
- Demonstrate exceptional organization, discretion, attention to detail, and proactive problem-solving.
- Operate with a high level of autonomy while maintaining clear communication and alignment with priorities.

Key Success Factors

- Highly proactive and resourceful, with a strong sense of ownership.
- Able to anticipate needs and solve problems before they arise.
- Exceptional organizational and project management skills.




- Strong written and verbal communication abilities.
- Comfortable managing both executive-level business priorities and personal administrative matters.

Key Requirements

- Bachelor's degree preferred, or equivalent work experience.
- Proven experience as a personal/executive assistant, preferably in a start-up or small agency environment.
- Fluency in both Spanish and English, with excellent written and verbal communication skills in both languages.
- AI-first mindset, with a genuine curiosity for emerging technologies and a proactive approach to leveraging AI to drive productivity, efficiency, and better ways of working.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
- Excellent time management skills and ability to multitask and prioritize work.
- Strong organizational skills with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Discretion and confidentiality when handling sensitive information.
- Excellent written and verbal communication skills
- Strong organizational and planning skills
- Adaptability and willingness to take on new challenges and responsibilities as needed.
- A valid driving license (ideal, not a must).

Languages

- English (mandatory)
- Spanish (highly recommended)
- Any other languages are a plus.

Benefits

- Remote flex Fridays from 8:00 AM to 3 PM.
- Three weeks of remote work per year.
- Summer working hours across July and August (9:00 AM to 4.00 PM).
- Free English & Spanish classes to boost your integral communication skills.
- Access to Wellhub, a wellness platform offering a wide range of fitness and wellbeing options.
- Flexible retribution plan for meals, transport and childcare.
- Holidays: 22 working days + 3 days established by the collective agreement + national and local public holidays.
- Bright, spacious offices in the heart of Barcelona, with unlimited premium coffee.
- Competitive pay & room to grow.
- Global playground, cutting-edge tools and trend-driven culture.

At Dragons Group, we are dedicated to creating a workplace that values diversity, equity, and inclusion. We welcome candidates from all backgrounds and strive to build an environment where every individual feels empowered and respected.

📌 Executive Assistant (Barcelona)
🏢 Dragons Group
📍 Barcelona