Bilingual Executive Assistant to CEO
Industrial/Engineering firm, Madrid (Getafe)
Our client, a leading European engineering group, is currently looking for a forward thinking Bilingual/Trilingual Executive Assistant to support the newly appointed, ambitious CEO.
Acting as the right hand of the CEO, responsibilities will include (not limited to):
Complex agenda management and acting as gatekeeper of time: screening, booking meeting requests and calendar prioritisation according to CEO’s strategic business interests
Weekly planning sessions with the CEO and follow up to ensure items actioned
Attend specific operational meetings and report back to the CEO
Inbox management: Screening, filing, and prioritising emails and calls. Answering emails on CEO’s behalf when possible
Travel management for CEO (fully taking preferences into account and double checking details to ensure CEO can focus on strategic priorities)
Processing CEO’s notes into actions (contacts, meeting notes, etc.)
Project management: manage projects simultaneously and flexibly, oversee timelines and follow up to ensure timely completion
Liaison and relationship/rapport building with stakeholders, President, Managers, other Executive Assistants, employees, Board members, external partners and internal (administrative, CMs, etc.) professionals.
Coordination with President’s EA
Cold prospecting (phone and email) on behalf of CEO and setting up introductions
Ensuring digital signatures, personal IDs, etc. are valid and up to date,
Coordinating and consolidating notary requests
Preparing briefings/materials/slides (board level), taking minutes for meetings, distributing accordingly and ensuring key points are actioned. These include:
o People profiles
o Pertinent Qlik information
o Recent news
o Earnings reports
Updating and managing contacts
o Contact information & personal information (birthdays etc.)
Expense reports, reconciliation of credit card statements
Handling personal needs (doctor’s appointments, personal travel, etc.)
Fully understand the group’s organisational charts and governance matters, and understand the General Manager’s agenda to facilitate coordination with the CEO
Organise key meetings (Board Meeting, AMM, relevant customer and institutional visits, etc.) and international events
Prepare an annual office visit calendar with marketing and country managers (Christmas parties, breakfasts, etc.)
Candidates must have a bilingual level of English/Spanish and ideally French. A relevant University degree and at least 5 years EA experience supporting a CEO or leading Executive are also a prerequisite. They must be able to manage standard Tech (Microsoft 365, VC Software, Slack etc.) with ease. Previous project management experience will be viewed favourably.
The ideal candidate will be well organised, disciplined and pay exceptional attention to detail. They will be humble, able to build trust and have good judgement – knowing how to react to situations with appropriate urgency and tact. They will ideally have strong business acumen and fully understand the CEO’s direction of travel. This role is ideal for an individual who enjoys working on a strategic level where they are able to propose solutions and stand up when necessary to better the firm’s competitive advantage.
Location – Getafe (driving licence required as public transport limited)
Salary – Dependent on Experience
Timetable – Full time Flexibility required, (very occasional flexibility for travel required)
Benefits – Parking space
Hybrid/On site: Predominately on site but flexibility when CEO travelling
Incorporation – September/October 2022
Contract: Permanent (subject to trial period)
If you are interested in this role, send a copy of your English CV to firstname.lastname@example.org quoting Reference 659.