Personal Assistant providing administrative, organizational, and office management support in Madrid, Spain. Required to manage calendars, communications, and logistics for teams and managers.
About the role
- Executive Assistant supporting C-level Executives at biomedical company Aura Biosciences. Responsible for managing schedules, travel arrangements, and preparing documents with attention to detail.
Responsibilities
- Manage multiple Executives’ calendars, meetings, and schedules, resolving scheduling conflicts as they arise and prioritizing issues to ensure effective time management
- Communicate agendas and respond to calendar changes as needed
- Coordinate detailed domestic and international travel arrangements for team members including air, hotel, car, etc. as business travel needs dictate
- Complete expense reports and credit card reconciliation using Concur
- Coordinate logistics of special events including team meetings, conferences, seminars, workshops, off-site meetings, special projects, and department outings/team building
- Communicate with internal and external stakeholders with professionalism, accuracy, and speed
- Facilitate communication from team members by soliciting information from the team, providing critical updates, anticipating questions, and organizing priorities
- Demonstrated experience utilizing interpersonal and collaborative skills
- Prepare documents for Executives’ signatures and maintain an organized filing system
- Take initiative to problem solve and troubleshoot issues
- Apply a thorough knowledge of company operations and policies and procedures on a daily basis
Requirements
- Bachelor’s degree and/or equivalent work experience
- Experience supporting C-level Executives within the biotech/pharmaceutical industry is highly preferred
- Excellent communicator with prior experience in a high-growth, fast-paced start-up environment is required
- Highly flexible team player with the ability to prioritize and work independently with limited supervision
- Solid skills in managing office technology and confidential record keeping
- Strong organizational skills and ability to multi-task and problem-solve as conflicts arise
- Handle sensitive information with confidentiality and utmost integrity
- Desire to learn new skills and look for additional opportunities to contribute
- Exceptional technical skills to include but not limited to Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook)
Benefits
- Health insurance with FULL premium coverage
- 401K with company match
- Employee Stock Purchase Program (ESPP)
- Competitive paid time off (PTO)
- Company-paid short & long-term disability insurance and life insurance
Job title
Job type
Experience level
Salary
Degree requirement
Location requirements
Executive Assistant handling administrative tasks and managing EVP schedules at Marsh McLennan Agency. Supporting business operations within the transportation insurance sector and ensuring efficient office management.
Executive Assistant managing calendars and projects for Blue Origin's Sales, Marketing and Strategy department. Ensuring smooth operations and coordinating support for key stakeholders.
Executive Assistant supporting EVP of Marine at Hempel, ensuring efficient operations and project coordination in the chemicals industry.
Executive Assistant providing administrative support to senior leadership at Solventum. Collaborating and managing various executive tasks in a healthcare innovation setting.
Executive Assistant managing inbox and quotations for Valley Blinds. Work from home or office with flexible arrangements in Makati, Metro Manila.
Executive Assistant providing high - level support to senior executives at Ocean Spray. Managing calendars, travel logistics, and coordinating meetings for seamless global operations.
Virtual Assistant managing patient registration and eligibility verification processes for healthcare. Handling appointments and coordinating with clinical staff for optimal patient flow.
Virtual Assistant supporting Australian Commercial Insurance by managing client records, documentation, and coordinating communication. Requires insurance experience and proficiency in relevant software tools.
Executive Assistant supporting the Global Product Officer & Chief Marketing Officer at Ingenico. Managing executive communications, complex calendars, and office operations for a leading payments acceptance solutions provider.