Personal Assistant providing administrative, organizational, and office management support in Madrid, Spain. Required to manage calendars, communications, and logistics for teams and managers.
TL
Hybrid Senior Executive Assistant
Posted last month
About the role
- Office Manager driving efficiency and effectiveness of AHEAD India’s office operations. Providing high level executive support, managing operations and enhancing productivity.
Responsibilities
- Drive the efficiency and effectiveness of AHEAD India’s office operations
- Provide high level executive support
- Manage office operations, streamline administrative processes and enhance workplace productivity
- Collaborate with internal and external stakeholders to maintain a smooth and well-functioning office environment
Requirements
- Efficiently manage and optimize the MD’s calendar, coordinating meetings, appointments, and travel
- Monitor and prioritize emails and communications, responding on behalf of the MD when appropriate
- Prepare and edit critical documents, presentations, and reports for executive-level decision-making
- Act as the primary liaison between the MD and internal/external stakeholders, ensuring clear and timely communication
- Coordinate corporate events, conferences, and off-site meetings
- Maintain confidentiality and handle sensitive information with utmost discretion
- Co-ordinate travel arrangements for leadership, including flights, accommodations, itineraries and transportation ensuring smooth and effective travel logistics
- Organize and manage meetings with SLT and eSLT
- Collaborate with building management and vendors for office maintenance, repairs, and facilities-related tasks
- Streamline office-wide communication systems to enhance information flow between departments
- Develop and maintain standardized document management systems, ensuring consistency in formatting and organization
- Plan and coordinate office-wide events, team-building activities, and company meetings, ensuring seamless execution
- Oversee administrative functions and address office specific requests from leadership or teams
- Manage office supplies, equipment and inventory ensuring everything is stocked and operational
- Oversee inventory management for SWAG, gifts for Culture Crew events, catering, and other office-related items (stationary, kitchen supplies etc.)
- Supervise office activities, identify areas for process improvement, and implement solutions
- Take ownership of the office budget, ensuring cost control and effective allocation of resources
- Represent AHEAD as a first point of contact while welcoming clients, visitors, and employees
- Manage key card access for the office (request new badges, distribute badges to employees and visitors)
- Manage conference room scheduling, overseeing logistics of catering and room set up and breakdown
- Coordinate delivery of office supplies for additional locations as needed and ensure timely and accurate distribution
Benefits
- Comprehensive health insurance coverage for employees, with options to extend coverage to dependents
- Paid time off and company holidays, along with additional leave benefits as per policy
- Flexible work arrangements, supporting work-life balance
- Learning and development opportunities to support continuous growth and upskilling
- Employee wellness initiatives and programs focused on physical and mental well-being
- Retirement and statutory benefits in line with India regulations
- Inclusive and people-first culture, with a strong focus on collaboration and ownership
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
No Education Requirement
Location requirements
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