Executive & Meeting Support

• Manage the GM’s calendar, proactively prioritizing meetings and deadlines.
• Organize monthly meetings: gather topics, draft and propose agendas, and coordinate logistics.
• Book and prepare meeting rooms; coordinate catering as needed.

Office Operations & Administrative Control

• Monitor and replenish office supplies.
• Order professional business cards for employees.
• Handle creation and management of Purchase Orders for different suppliers.
• Process urgent, one‑off payment requests in line with approval workflows.

Travel & Expenses

• Book domestic and international travel (flights, accommodation, ground transport).
• Collect and send employees travel expense reports to the Barcelona office.

Documentation & Systems

• Scan and send invoices; keep digital records organized.
• Issue Goods Receipts (GRs), update records, and upload documentation in SAP.
• Request employee access in Grafo and support access governance.
• Access and maintain the Leadership Team folder on the network, ensuring proper filing standards.

• Experience: Previous experience in executive assistance, office management, or administrative support in a fast‑paced environment.
• Tools & Systems: Proficiency with MS Office and working knowledge of SAP. 
• Organization & Prioritization: Strong ability to manage calendars, logistics, and multiple requests with accuracy and discretion.
• Communication: Clear, professional written and verbal communication, being able to communicate with internal stakeholders and external suppliers.
• Detail Orientation: High attention to detail for invoices, POs, travel itineraries, and documentation.
• Confidentiality: Trustworthy handling of sensitive information and leadership agendas.
• Languages: High level of English. Additional Spanish is a plus.