Graduate Program - Office Management & Executive Support

Barcelona, B, ES

Provide support as Graduate Assistant to the EA of the Chief Consumer & AI Acceleration and Team.

Executive Calendar Management

- Support the EA with Managing and coordinating the Chief C & AI Acceleration's complex calendar, prioritizing meetings, business reviews, strategic initiatives, travel, and key deadlines.
- Ensure seamless coordination of internal and external meetings across multiple time zones.
- Anticipate scheduling conflicts and proactively optimize the executive agenda under the guidance of the EA.

Travel Management

- Support the EA Coordinate flights, accommodation, transportation and travel logistics for the Chief C & AI Acceleration.
- Support the EA prepare and process travel expenses in accordance with company policies.

Team & Meeting Coordination

- Support the team based in Barcelona with room bookings, catering requirements, gifts for suppliers and any adhoc requests.

Events & Offsite Organization

- Support the EA with organiszing town halls, workshops and offsite events for the Consumer organization.
- Welcome visitors and ensure an outstanding executive experience. Greet visitors on behalf of the team and ensure meeting room set up is seamless.
- Support the Chief C & AI AccelerationOffice with requests whilst she is in the Barcelona office. Ensure her office s booked out on the days she is there. Occasional coffee and lunch runs for the Chief C & AI AccelerationOffice. Ad hoc requests from the Chief C & AI AccelerationOffice.

Budget & Purchase Order Management

- Support budget administration for the Consumer organization under the guidance of the EA.
- Raise Purchase Orders (POs), monitor invoices,



follow up on payments and coordinate with Finance to resolve any issues under the guidance of the EA.

Office Administration

- Coordinate office requirements and ensure the executive office operates efficiently.
- Manage office supplies and anticipate administrative needs.
- Coordinate with IT and Facilities to ensure all executive tools and workspaces function effectively.

Administrative Support

- Coordinate document approvals, signature collection and administrative processes requiring executive review.
- Maintain confidential files and documentation with the highest level of discretion.

Experience

- Previous entry level of experience as an Executive Assistant supporting C-level executives or senior leadership in an international environment.
- Previous experience supporting commercial, growth, marketing or business leadership teams is highly desirable.

Education

- University degree.
- Additional certification as an Executive or Personal Assistant is considered a plus.

Languages

- Fluent English (written and spoken).
- Spanish is a strong advantage.
- Outstanding organizational and planning skills.
- Strong ability to prioritize and manage multiple priorities simultaneously.
- High level of confidentiality, integrity and discretion.
- Excellent communication and interpersonal skills.
- Proactive mindset with strong problem-solving capabilities.
- Attention to detail and commitment to excellence.
- Ability to work independently in a fast-paced and international environment.
- Flexibility and adaptability to changing business priorities.

Technical Skills

- Advanced knowledge of Microsoft Office, particularly PowerPoint, Excel and Outlook.
- Experience with SAP, Concur and collaboration tools (Microsoft Teams, SharePoint, etc.) is an advantage.
- Financial acumen for budget tracking and expense management is desirable.

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📌 Graduate Program - Office Management & Executive Support (Cataluña)
🏢 Puig
📍 Cataluña