Part - Time Administrative Assistant supporting daily operations at FYUL's production center in Sant Climent de Llobregat. Handling administrative tasks, including documentation and coordination across teams.
About the role
- Responsible for coordinating operational activities for the CEO while ensuring confidential information is handled properly. Manages schedules, communications, and travel arrangements for the executive office.
Responsibilities
- To be responsible for the coordination of activities (operations and planning) and ensuring timely flow of information to and from the executive office
- To handle details of a highly confidential and critical nature and function efficiently and effectively in a fast-paced professional environment
- To independently manage multiple tasks and projects with competing priorities and deadlines
- To screen and prioritize communications and opportunities from external and internal sources
- Manages the daily schedule of CEO, ensuring he knows his schedule 24 hours in advance; keeps appointments and meetings on time or changes schedules when necessary
- Develops and maintains a system that alerts to upcoming deadlines on incoming requests or events
- Manages CEO travel arrangements and proactively coordinates the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, Sedgwick marketing materials, and other necessary preparations
- Manages effective contacts and relationships with Board members, including arranging board member travel arrangements, expense reimbursements when needed, and board meeting logistics; acts as a first point of contact for Board member queries; and provides support as needed in preparation for Board meetings
- Understands organizational policies and procedures necessary to ensure appropriate decision-making protocols are followed
- Handles business and personal confidential information in a professional and discreet manner
- Ensures that various administrative tasks are done in an effective and efficient manner, including copying, reviewing outside mail, drafting correspondence, screen phone calls when requested, and maintaining executive files as needed
- Acts as the CEO's representative and ambassador to external constituents as directed
Requirements
- Bachelor's degree from an accredited college or university preferred
- Five (5) years administrative assistant experience OR three (3) years executive level administrative experience OR equivalent combination of education and experience required
- Excellent oral and written communication, including presentation skills
- PC literate, including Microsoft Office products - Word, Excel, and PowerPoint
- Good public relations skills
- Analytical and interpretive skills
- Strong organizational skills
- Excellent interpersonal skills
- Excellent negotiation skills
- Ability to work in a confidential environment
- Ability to work in a team environment
Benefits
- Health insurance
- 401(k) matching
- Flexible work hours
- Paid time off
- Remote work options
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Location requirements
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