Executive Assistant

hace 3 semanas


Santa Cruz de Tenerife, Santa Cruz de Tenerife, España Archroma A tiempo completo

KEY RESPONSIBILITIES

Executive & Administrative Support:
  1. Serve as the main administrative point of contact and key information source for clients, internal and external stakeholders, leadership teams, and associates.
  2. Manage calendars, schedule meetings, and coordinate video/phone conferences.
  3. Handle confidential documentation, correspondence, and follow-up actions.
  4. Prepare reports, emails, texts, presentations, and company-wide communications.
  5. Track HR global team holidays and manage email distribution lists.
  6. Responsible for managing and overseeing DocuSign processes across EMEA, ensuring proper execution of digital signatures and compliance with company policies.
Travel & Expense Management:
  1. Organize national and international travel, including visa and passport arrangements.
  2. Process and track expense reports, ensuring timely resolution of issues.
Event & Initiative Coordination:
  1. Plan and organize internal/external events, Client Events, HR initiatives, and diversity & inclusion campaigns.
  2. Manage partnerships with stakeholders and coordinate leadership participation in industry events.
Communication & IT Support:
  1. Maintain internal SharePoint sites, Teams spaces, and company newsletters.
  2. Draft, edit, and distribute official communications, presentations, and reports.
  3. Approve IT access requests and manage signatures via DocuSign.
Procurement & Financial Coordination:
  1. Process purchase requests and manage invoices for HR-related costs.
Talent & Training Support:
  1. Assist in organizing training programs and development initiatives.
  2. Support recruitment and coordination of interns.
Cross-Functional Collaboration:
  1. Work closely with other executive assistants and internal teams to ensure seamless operations.

REQUIRED SKILLS AND EXPERIENCE:

Education & Experience:
  1. Associate degree or 5+ years of experience as an Executive Assistant in a global organization.
  2. Minimum 3 years supporting multiple executives.
Key Skills:
  1. Highly efficient, flexible and quick, with a clear separation of planning responsibilities.
  2. Fluency in English and Spanish (written & spoken).
  3. Experience with SAP for travel expenses and office purchase orders.
  4. Excellent communication and organizational skills.
  5. Ability to handle confidential information with discretion.
  6. Strong multitasking, problem-solving, and time management abilities.
  7. Advanced proficiency in MS Office (Outlook, Excel, Word, PowerPoint).
  8. Experience in event coordination and presentation creation.
  9. Ability to thrive in a fast-paced, high-demand environment.
  10. Positive attitude and strong team collaboration skills.
  11. Willing to respond to phone calls outside of regular working hours when needed.
  12. Experience with DocuSign.
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