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 North America Leadership by managing travel and expense processes. Coordinating across different time zones while assisting with basic administrative tasks.
Responsibilities
- Process travel bookings including flights, hotels, car rentals/taxis, and travel related documents such as visas/passports etc.
- Assist with preparation and submission of expense reports in the Oracle Expense Management System, ensuring required information and supporting documents are in place before routing for approval.
- Maintain tracking of submitted expense reports and flag pending items as appropriate for follow‑up.
- Support invoice and timesheet related activities by coordinating information and documentation, as directed by the Stakeholders.
- Assist Leaders with basic administrative tasks, including scheduling, document management, and other coordination.
- Coordinate with Leaders and team members across North America and other global locations for information sharing and task execution, under guidance.
- Handle routine requests professionally and efficiently, escalating queries or issues as required.
Requirements
- Graduation in any stream.
- Strong organizational skills and ability to handle multiple tasks.
- Expertise in Travel & Expense management.
- Excellent verbal & written communication skills.
- Mandatory: Prior experience of working in a United States (night) shift.
- Mandatory: Experience supporting North America/United States Leadership.
- Mandatory: Experience of working in Hybrid environment with offering remote support to the executive.
- Managing stakeholders across time zones.
- Proficiency in Microsoft Office (Excel, Word, Outlook).
- Strong attention to detail and ability to work independently.
- Task Execution & Follow-through.
- 3–8 years of experience in an administrative or travel/expense management role.
- Experience supporting North America Leadership.
- Proven experience handling geographically diverse stakeholders.
Benefits
- We’re committed to equal employment opportunity and provide application, interview and workplace adjustments and accommodations to all applicants.
Job title
Job type
Experience level
Salary
Not specified
Degree requirement
Tech skills
Location requirements
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